property manager

Oracle® Property Manager

User Guide

Release 11i

Part No. A80837-08

May 2005

Oracle Property Manager User Guide, Release 11i

Part No. A80837-08

Copyright © 2000, 2005, Oracle. All rights reserved.

Primary Author: Gail D’Aloisio, Asad Halim, John Hays

Contributing Author: Christopher Andrews, Eric Fain, Gene Heller, Barbara Hibino, Brian Hicks, NitinKatare, Ann Kuchins, Gustavus Kundahl, Sachin Latawa, Julianna Litwin, Christina Ravaglia, NeerajTandon, Svetlana Vassilieva

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Contents

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Preface

1 Overview

About Oracle Property Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1Lease Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1Space Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2Workflow Automation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3Using Property Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4

2 Setting Up Property Manager

Setting Up Oracle Property Manager . . . . . . . . . . . . . . . . . . . . . . . . . 2-1Related Product Setup Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1

Setup Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3Setup Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5

Setup Requirements for Property Manager Implementation . . . . . . . . . . . . . . . 2-6Reporting Currencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7Flexfields Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7Countries and Territories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7Dynamic Location Naming . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8Lookups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8Defining Property Manager System Options . . . . . . . . . . . . . . . . . . . . 2-14Milestone Types and Templates Overview . . . . . . . . . . . . . . . . . . . . . 2-18

3 Managing Properties

Managing Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1Contacts Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1

Setting Up Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2Modifying Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4

Regions and Office Parks Overview . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5Setting Up an Office Park or a Region . . . . . . . . . . . . . . . . . . . . . . . . 3-5

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Properties Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6Properties Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6Defining Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7Defining Buildings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8Defining Floors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11Defining Offices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-13Defining Land, Sections, and Parcels . . . . . . . . . . . . . . . . . . . . . . . 3-15Changing the Location Alias . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-15Changing From and To Dates . . . . . . . . . . . . . . . . . . . . . . . . . . 3-16Synchronizing Employee Cost Centers with Oracle Human Resources . . . . . . . . . 3-21

Window References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-24Contacts Window Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-24Roles and Sites Window Reference . . . . . . . . . . . . . . . . . . . . . . . . 3-25Properties Window Reference . . . . . . . . . . . . . . . . . . . . . . . . . . 3-26Buildings and Land Window Reference . . . . . . . . . . . . . . . . . . . . . . 3-26Floors and Parcels Window Reference . . . . . . . . . . . . . . . . . . . . . . . 3-29Offices and Sections Window Reference . . . . . . . . . . . . . . . . . . . . . . 3-31

4 Leases

Lease Administration Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1Setting Up New Leases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1Lease Abstraction Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2

Lease Information Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2Lease Terms and Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3Lease Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3Entering Lease Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5

Abstracting a Lease . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9Lease Window Tabbed Regions . . . . . . . . . . . . . . . . . . . . . . . . . 4-11

Assigning Space to Customers . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12Milestones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-13

Milestone Types Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-14Milestone Templates Overview . . . . . . . . . . . . . . . . . . . . . . . . . . 4-14

Setting Up Milestone Templates and Milestones . . . . . . . . . . . . . . . . . . . 4-14Setting Up Milestone Templates . . . . . . . . . . . . . . . . . . . . . . . . . 4-15Setting Up Milestones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-15

Using Property Manager for Account Defaulting . . . . . . . . . . . . . . . . . . . 4-16Expense and Revenue Recognition Process . . . . . . . . . . . . . . . . . . . . . . 4-18

Accounting for Tenants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-19Accounting for Landlords . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-21Transferring Normalized Expense and Revenue to General Ledger . . . . . . . . . . 4-23Sub-Ledger Drilldown View . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-24

Payments and Billings Overview . . . . . . . . . . . . . . . . . . . . . . . . . . 4-25The Payments and Billings Processes . . . . . . . . . . . . . . . . . . . . . . . 4-26Payment/Billing Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-27Using Area Type in Term Details . . . . . . . . . . . . . . . . . . . . . . . . . 4-28

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Currency Conversion for Billing and Payment Term Amounts . . . . . . . . . . . . 4-29Approval Rules for Schedules . . . . . . . . . . . . . . . . . . . . . . . . . . 4-31Payment and Billing Events and Schedules . . . . . . . . . . . . . . . . . . . . 4-32Authorized Schedule Events . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-33Payment and Billing Line Items . . . . . . . . . . . . . . . . . . . . . . . . . 4-34Deferring Payments and Billings . . . . . . . . . . . . . . . . . . . . . . . . . 4-35Integration with Oracle Payables and Receivables . . . . . . . . . . . . . . . . . 4-36

Payment and Billing Term Templates . . . . . . . . . . . . . . . . . . . . . . . . 4-37Rules for Term Template Defaulting . . . . . . . . . . . . . . . . . . . . . . . 4-38

Setting Up Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-39Entering Payment Information . . . . . . . . . . . . . . . . . . . . . . . . . . 4-40Entering Payment Term Details . . . . . . . . . . . . . . . . . . . . . . . . . 4-42Creating Payment Schedules and Events . . . . . . . . . . . . . . . . . . . . . 4-43Approving Payment Schedule Events . . . . . . . . . . . . . . . . . . . . . . . 4-43Grouping Payable Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-45Payment Item Grouping Rules . . . . . . . . . . . . . . . . . . . . . . . . . . 4-45Exporting Payment Items to Oracle Payables . . . . . . . . . . . . . . . . . . . . 4-48Deferring Payment Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-50

Entering Billings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-51Entering Billing Information . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-51Entering Billing Term Details . . . . . . . . . . . . . . . . . . . . . . . . . . 4-53Creating Billing Schedules and Events . . . . . . . . . . . . . . . . . . . . . . 4-55Approving Billing Schedule Events . . . . . . . . . . . . . . . . . . . . . . . . 4-55Grouping Receivable Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . 4-57Exporting Billing Items to Oracle Receivables . . . . . . . . . . . . . . . . . . . 4-62Deferring Billing Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-64

Normalizing Payments or Billings . . . . . . . . . . . . . . . . . . . . . . . . . . 4-65Editing or Amending a Normalized Payment or Billing . . . . . . . . . . . . . . . 4-70

Mass Approving Schedules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-74Mass Approval Exceptions . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-74Mass Approval Concurrent Program . . . . . . . . . . . . . . . . . . . . . . . 4-75Mass Approval of Lease Schedules . . . . . . . . . . . . . . . . . . . . . . . . 4-76

Prepaying Rent Payments or Billings . . . . . . . . . . . . . . . . . . . . . . . . 4-77Entering Prepayments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-78

Lease Modifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-79Changes and Additions to the Lease . . . . . . . . . . . . . . . . . . . . . . . 4-80

Lease Amendments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-82Lease Status Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-83Transactions and History . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-85

Modifying Leases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-86Reviewing Leases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-88Leases Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-90Lease and Edit Lease Windows Reference . . . . . . . . . . . . . . . . . . . . . . 4-91Amend Lease Window Reference . . . . . . . . . . . . . . . . . . . . . . . . . . 4-93Tabbed Regions Reference for Lease, Edit Lease, and Amend Lease Windows . . . . . . 4-93

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Details Tabbed Region . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-94Contacts Tabbed Region . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-96Locations Tabbed Region . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-96Insurance Tabbed Region . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-99Rights and Obligations Tabbed Region . . . . . . . . . . . . . . . . . . . . . . 4-99Options Tabbed Region . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-100Payments Tabbed Region . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-101Billings Tabbed Region . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-102Notes Tabbed Region . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-104

Lease Milestones Window Reference . . . . . . . . . . . . . . . . . . . . . . . . 4-104Term Details Window Reference . . . . . . . . . . . . . . . . . . . . . . . . . . 4-105

Pay Tabbed Region . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-106Bill Tabbed Region . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-106Accounts Distributions Tabbed Region . . . . . . . . . . . . . . . . . . . . . . 4-107

5 Space Management

Space Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1Assigning Space to Employees and Cost Centers . . . . . . . . . . . . . . . . . . . 5-2Modifying Employee Space Assignments . . . . . . . . . . . . . . . . . . . . . . 5-8Viewing Space Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-10

Space Assignment Window Reference . . . . . . . . . . . . . . . . . . . . . . . . 5-11Computer-Assisted Facilities Management . . . . . . . . . . . . . . . . . . . . . . 5-13

6 Index Rent

Oracle Property Manager Index Rent Increases . . . . . . . . . . . . . . . . . . . . . 6-1Entering Index History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2Entering Rent Increases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2

Calculating Rent Increases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-9Allocating Rent Increase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-23

Creating Allocated Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-23Rent Increase Window References . . . . . . . . . . . . . . . . . . . . . . . . . . 6-25

Rent Increase Leases Window Reference . . . . . . . . . . . . . . . . . . . . . . 6-25Rent Increase Window Reference . . . . . . . . . . . . . . . . . . . . . . . . . 6-25

7 Variable Rent

Overview of Variable Rent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1

Variable Rent Agreements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2Entering Variable Rent Agreement Details . . . . . . . . . . . . . . . . . . . . . . 7-3Generating Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4Line Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4Breakpoints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-5Volume History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-6Deductions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-7

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Constraints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-7Abatements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-7

Entering a Variable Rent Agreement . . . . . . . . . . . . . . . . . . . . . . . . . . 7-9Variable Rent Gateway . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-15

View and Modify Volume History Processes . . . . . . . . . . . . . . . . . . . . 7-16Create Volume History Process . . . . . . . . . . . . . . . . . . . . . . . . . . 7-18Entering Volume History Using the Variable Rent Gateway . . . . . . . . . . . . . 7-20

Calculating Variable Rent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-22Creating and Approving Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-23Reconciling Variable Rent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-24Adjusting Variable Rent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-25Window References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-26

Variable Rent Window Reference . . . . . . . . . . . . . . . . . . . . . . . . . 7-27Variable Rent Dates Window Reference . . . . . . . . . . . . . . . . . . . . . . 7-30Line Items Window Reference . . . . . . . . . . . . . . . . . . . . . . . . . . 7-32Breakpoints Window Reference . . . . . . . . . . . . . . . . . . . . . . . . . 7-34Volume History Window Reference . . . . . . . . . . . . . . . . . . . . . . . . 7-36Deductions Window Reference . . . . . . . . . . . . . . . . . . . . . . . . . . 7-37Constraints Window Reference . . . . . . . . . . . . . . . . . . . . . . . . . . 7-38Variable Rent - Line Item Window Reference . . . . . . . . . . . . . . . . . . . . 7-39Variable Rent - Period Window Reference . . . . . . . . . . . . . . . . . . . . . 7-40

8 Recovery Expense

Overview of Recoveries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-1Prerequisites to Recoveries . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2Recovery Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-3Area Class Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-4Expense Class Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-6Load Expenses from Oracle General Ledger . . . . . . . . . . . . . . . . . . . . 8-10Submitting the Populate Recoveries with Expenses Concurrent Process . . . . . . . . 8-13Purge the Expense Lines Interface Table . . . . . . . . . . . . . . . . . . . . . . 8-14Recovery Extract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-14Create Area Class Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-16Create Expense Class Details . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-19

Recovery Agreements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-24Recovery Agreement Calculation Methods . . . . . . . . . . . . . . . . . . . . 8-25Variables Used for Prorata Share Recovery Calculation . . . . . . . . . . . . . . . 8-27Find Tenants Without Recovery Agreements . . . . . . . . . . . . . . . . . . . . 8-29Create a Recovery Agreement . . . . . . . . . . . . . . . . . . . . . . . . . . 8-29Create Recovery Agreement Line Details . . . . . . . . . . . . . . . . . . . . . 8-32

Calculate Recovery Agreement . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-37Running the Calculate Recovery Concurrent Process . . . . . . . . . . . . . . . . 8-40Review Recovery Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-40Reviewing Billed Recovery of the Recovery Line . . . . . . . . . . . . . . . . . . 8-41Reviewing Expense Details of the Recovery Line . . . . . . . . . . . . . . . . . . 8-41

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Reviewing Constraint Details of the Recovery Line . . . . . . . . . . . . . . . . . 8-45Reviewing Abatement Details of the Recovery Line . . . . . . . . . . . . . . . . . 8-46Review and Approve Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-46

Recovery Window References . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-49Recovery Field References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-52

9 Reports

Submitting Standard Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-1Submitting Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-1

Property Manager Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2Alphabetical Space Assignments Report . . . . . . . . . . . . . . . . . . . . . . . 9-2Alphabetical Space Assignments Report by Floor . . . . . . . . . . . . . . . . . . 9-2Alphabetical Space Assignments Report by Zip Code . . . . . . . . . . . . . . . . . 9-3Annual Accounting Pro Forma Report . . . . . . . . . . . . . . . . . . . . . . . 9-3Annual Cash Flow Pro Forma Report . . . . . . . . . . . . . . . . . . . . . . . . 9-4Employees Deleted From Space Allocation Report . . . . . . . . . . . . . . . . . . 9-5Employee Title Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-6Future Minimum Rent Obligations Report . . . . . . . . . . . . . . . . . . . . . . 9-6Lease Abstract Summary Report . . . . . . . . . . . . . . . . . . . . . . . . . . 9-8Milestone Analysis Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-8Monthly Accounting Pro Forma Report . . . . . . . . . . . . . . . . . . . . . . . 9-9Monthly Cash Flow Pro Forma Report . . . . . . . . . . . . . . . . . . . . . . 9-10Normalized Rent Schedule Report . . . . . . . . . . . . . . . . . . . . . . . . 9-11Receivables Details Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-12Receivables Summary Report . . . . . . . . . . . . . . . . . . . . . . . . . . 9-13Rent Schedule Details Report . . . . . . . . . . . . . . . . . . . . . . . . . . 9-14Rent Schedule Export Report . . . . . . . . . . . . . . . . . . . . . . . . . . 9-15Rent Schedule Summary Report . . . . . . . . . . . . . . . . . . . . . . . . . 9-17Space Allocation Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-18Space Utilization Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-19Space Utilization Report by Floor . . . . . . . . . . . . . . . . . . . . . . . . . 9-20Space Utilization Report by Office . . . . . . . . . . . . . . . . . . . . . . . . 9-21

Variable Format Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-22Common RXi Report Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-22Property Manager RXi Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-26

RXi: Space Utilization by Location Report . . . . . . . . . . . . . . . . . . . . . 9-26RXi: Space Utilization by Lease Report . . . . . . . . . . . . . . . . . . . . . . 9-27RXi: Space Assignment by Location Report . . . . . . . . . . . . . . . . . . . . 9-28RXi: Space Assignment by Lease Report . . . . . . . . . . . . . . . . . . . . . . 9-28RXi: Lease Options Report . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-29RXi: Milestone Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-30RXi: Rent Roll and Lease Expiration Report . . . . . . . . . . . . . . . . . . . . 9-31

10 Property Manager Open Interfaces

Property Manager Open Interfaces . . . . . . . . . . . . . . . . . . . . . . . . . 10-1

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Exporting Location Information . . . . . . . . . . . . . . . . . . . . . . . . . 10-1Importing Property Information . . . . . . . . . . . . . . . . . . . . . . . . . 10-2Purge Open Interface Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-3Integration with eAM Property Manager . . . . . . . . . . . . . . . . . . . . . 10-3

Property Manager Open Interface Tables . . . . . . . . . . . . . . . . . . . . . . . 10-3Understanding the Property Manager Open Interface Tables . . . . . . . . . . . . . 10-3

Property Manager Open Interface Table Descriptions . . . . . . . . . . . . . . . . . 10-4PN_LOCATIONS_ITF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-4PN_EMP_SPACE_ASSIGN_ITF . . . . . . . . . . . . . . . . . . . . . . . . . 10-20PN_VOL_HIST_BATCH_ITF . . . . . . . . . . . . . . . . . . . . . . . . . . 10-27PN_VOL_HIST_LINES_ITF . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-30PN_REC_EXP_ITF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-34

A Oracle Property Manager Menu Paths

Property Manager Navigator Paths . . . . . . . . . . . . . . . . . . . . . . . . . . A-1

B Profile Options

Profile Options in Property Manager . . . . . . . . . . . . . . . . . . . . . . . . . B-1Profile Options Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-1Profile Options in Property Manager . . . . . . . . . . . . . . . . . . . . . . . . B-4Profile Options in General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . B-6Profile Options in Application Object Library . . . . . . . . . . . . . . . . . . . . B-6Profile Options for Multiple Organization Support . . . . . . . . . . . . . . . . . . B-6

C Function Security

Function Security in Oracle Property Manager . . . . . . . . . . . . . . . . . . . . . C-1

D Attachments

Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D-1

Index

ix

Send Us Your Comments

Oracle Property Manager User Guide, Release 11i

Part No. A80837-08

Oracle welcomes your comments and suggestions on the quality and usefulness of this publication. Yourinput is an important part of the information used for revision.

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If you find any errors or have any other suggestions for improvement, please indicate the title and partnumber of the documentation and the chapter, section, and page number (if available). You can sendcomments to us in the following ways:

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If you would like a reply, please give your name, address, telephone number, and electronic mail address(optional).

If you have problems with the software, please contact your local Oracle Support Services.

xi

Preface

Intended AudienceWelcome to Release 11i of the Oracle Property Manager User Guide.

This guide contains the information you need to understand and use Oracle PropertyManager.

See Related Documents on page xiv for more Oracle Applications product information.

TTY Access to Oracle Support ServicesOracle provides dedicated Text Telephone (TTY) access to Oracle Support Serviceswithin the United States of America 24 hours a day, seven days a week. For TTY support,call 800.446.2398.

Documentation AccessibilityOur goal is to make Oracle products, services, and supporting documentation accessible,with good usability, to the disabled community. To that end, our documentationincludes features that make information available to users of assistive technology.This documentation is available in HTML format, and contains markup to facilitateaccess by the disabled community. Accessibility standards will continue to evolve overtime, and Oracle is actively engaged with other market-leading technology vendors toaddress technical obstacles so that our documentation can be accessible to all of ourcustomers. For more information, visit the Oracle Accessibility Program Web site athttp://www.oracle.com/accessibility/ .

Accessibility of Code Examples in DocumentationScreen readers may not always correctly read the code examples in this document. Theconventions for writing code require that closing braces should appear on an otherwiseempty line; however, some screen readers may not always read a line of text that consistssolely of a bracket or brace.

Accessibility of Links to External Web Sites in DocumentationThis documentation may contain links to Web sites of other companies or organizationsthat Oracle does not own or control. Oracle neither evaluates nor makes anyrepresentations regarding the accessibility of these Web sites.

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Structure1 Overview2 Setting Up Property Manager3 Managing Properties4 Leases5 Space Management6 Index Rent7 Variable Rent8 Recovery Expense9 Reports10 Property Manager Open InterfacesA Oracle Property Manager Menu PathsB Profile OptionsC Function SecurityD Attachments

Related DocumentsYou can choose from many sources of information, including onlinedocumentation, training, and support services, to increase your knowledge andunderstanding of Oracle Property Manager.

If this guide refers you to other Oracle Applications documentation, use only the Release11i versions of those guides.

Online Documentation

All Oracle Applications documentation is available online (HTML or PDF).

• Online Help – Online help patches (HTML) are available on OracleMetaLink.

• About Documents – Refer to the About Document for the mini–pack or family packthat you have installed to learn about new documentation or documentation patchesthat you can download. About Documents are available on OracleMetaLink.

Guides Related to All Products

• Oracle Applications User’s Guide: This guide explains how to enter data, query, runreports, and navigate using the graphical user interface (GUI) available withthis release of Oracle Property Manager (and any other Oracle Applicationsproducts). This guide also includes information on setting user profiles, as well asrunning and reviewing reports and concurrent processes. You can access this user’sguide online by choosing ”Getting Started with Oracle Applications” from anyOracle Applications help file.

• Financials Glossary: The glossary includes definitions of common terms that areshared by all Oracle Financials products. In some cases, there may be differentdefinitions of the same term for different Financials products. If you are unsure ofthe meaning of a term you see in an Oracle Financials guide, please refer to theglossary for clarification. You can find the glossary in the online help or in theOracle General Ledger User’s Guide.

Oracle Projects Documentation Set

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• Oracle Projects Implementation Guide: Use this manual as a guide forimplementing Oracle Projects. This manual also includes appendixes coveringfunction security, menus and responsibilities, and profile options. Oracle ProjectsFundamentals Oracle Projects Fundamentals provides the common foundationshared across the Oracle Projects products. Use this guide to learn fundamentalinformation about the Oracle Projects solution. This guide includes a NavigationPaths appendix. Use this appendix to find out how to access each window in theOracle Projects solution.

• Oracle Projects Fundamentals: Oracle Projects Fundamentals provides the commonfoundation shared across the Oracle Projects products. Use this guide to learnfundamental information about the Oracle Projects solution. This guide includes aNavigation Paths appendix. Use this appendix to find out how to access eachwindow in the Oracle Projects solution.

• Oracle Project Costing User Guide: Use this guide to learn detailed informationabout Oracle Project Costing. Oracle Project Costing provides the tools forprocessing project expenditures, including calculating their cost to each project anddetermining the General Ledger accounts to which the costs are posted.

• Oracle Project Billing User Guide: Use this guide to learn how to use OracleProject Billing to process client invoicing and measure the profitability of yourcontract projects.

• Oracle Project Management User Guide: This guide shows you how to useOracle Project Management to manage projects through their life cycles – fromplanning, through execution, to completion.

• Oracle Project Resource Management User Guide: This guide provides you withinformation on how to use Oracle Project Resource Management. It includesinformation about staffing, scheduling, and reporting on project resources.

• Oracle Projects APIs, Client Extensions, and Open Interfaces Reference: Thismanual gives detailed information about all public application programminginterfaces (APIs) that you can use to extend Oracle Projects functionality.

User Guides Related to This Product

• Oracle General Ledger User Guide: Use this manual when you plan and defineyour chart of accounts, accounting period types and accounting calendar, functionalcurrency, and set of books. The manual also describes how to define journal entrysources and categories so you can create journal entries for your general ledger. Ifyou use multiple currencies, use this manual when you define additional ratetypes, and enter daily rates. This manual also includes complete information onimplementing Budgetary Control.

• Oracle HRMS Documentation Set: This set of guides explains how to defineyour employees, so you can give them operating unit and job assignments. It alsoexplains how to set up an organization (operating unit). Even if you do not installOracle HRMS, you can set up employees and organizations using Oracle HRMSwindows. Specifically, the following manuals will help you set up employeesand operating units:

• Using Oracle HRMS – The Fundamentals: This user guide explains how to setup and use enterprise modeling, organization management, and cost analysis.

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• Managing People Using Oracle HRMS: Use this guide to find out aboutentering employees.

• Oracle Payables User Guide: Refer to this manual to learn how to use InvoiceImport to create invoices in Oracle Payables from Oracle Property Manager expensereports data in the Oracle Payables interface tables. This manual also explains howto define suppliers, and how to specify supplier and employee numbering schemesfor invoices created using Oracle Property Manager.

• Oracle Receivables User Guide: Use this manual to learn more aboutOracle Receivables invoice processing and invoice formatting, definingcustomers, importing transactions using AutoInvoice, and Defining AutomaticAccounting in Oracle Receivables.

Installation and System Administration

• Oracle Applications Concepts: This guide provides an introduction tothe concepts, features, technology stack, architecture, and terminology forOracle Applications Release 11i. It provides a useful first book to read beforeinstalling Oracle Applications. This guide also introduces the concepts behindApplications–wide features such as Business Intelligence (BIS), languages andcharacter sets, and Self–Service Web Applications.

• Installing Oracle Applications: This guide provides instructions for managing theinstallation of Oracle Applications products. In Release 11i, much of the installationprocess is handled using Oracle Rapid Install, which minimizes the time to installOracle Applications and the technology stack by automating many of the requiredsteps. This guide contains instructions for using Oracle Rapid Install and lists thetasks you need to perform to finish your installation. You should use this guide inconjunction with individual product user’s guides and implementation guides.

• Upgrading Oracle Applications: Refer to this guide if you are upgrading yourOracle Applications Release 10.7 or Release 11.0 products to Release 11i. This guidedescribes the upgrade process and lists database and product–specific upgradetasks. You must be either at Release 10.7 (NCA, SmartClient, or character mode) orRelease 11.0, to upgrade to Release 11i. You cannot upgrade to Release 11i directlyfrom releases prior to 10.7.

• Maintaining Oracle Applications: Use this guide to help you run the various ADutilities, such as AutoUpgrade, AutoPatch, AD Administration, AD Controller, ADRelink, License Manager, and others. It contains how–to steps, screenshots, andother information that you need to run the AD utilities. This guide also providesinformation on maintaining the Oracle Applications file system and database.

• Oracle Applications System Administrator’s Guide: This guide provides planningand reference information for the Oracle Applications System Administrator. Itcontains information on how to define security, customize menus and onlinehelp, and manage concurrent processing.

• Oracle Alert User’s Guide: This guide explains how to define periodic and eventalerts to monitor the status of your Oracle Applications data.

• Oracle Applications Developer’s Guide: This guide contains the codingstandards followed by the Oracle Applications development staff. It describes theOracle Application Object Library components needed to implement the OracleApplications user interface described in the Oracle Applications User InterfaceStandards for Forms–Based Products. It also provides information to help you

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build your custom Oracle Forms Developer forms so that they integrate withOracle Applications.

Other Implementation Documentation

• Oracle Applications Product Update Notes: Use this guide as a reference forupgrading an installation of Oracle Applications. It provides a history of the changesto individual Oracle Applications products between Release 11.0 and Release 11i. Itincludes new features, enhancements, and changes made to database objects, profileoptions, and seed data for this interval.

• Multiple Reporting Currencies in Oracle Applications: If you use the MultipleReporting Currencies feature to record transactions in more than one currency, usethis manual before you implement Oracle Property Manager. This manual detailsadditional steps and setup considerations for implementing Oracle PropertyManager with Multiple Reporting Currencies.

• Multiple Organizations in Oracle Applications: This guide describes how to set upand use Oracle Property Manager with Oracle Applications’ Multiple Organizationsupport feature, so you can define and support different organization structureswhen running a single installation of Oracle Property Manager.

• Oracle Workflow Administrator’s Guide: This guide explains how to completethe setup steps necessary for any Oracle Applications product that includesworkflow–enabled processes, as well as how to monitor the progress of runtimeworkflow processes.

• Oracle Workflow Developer’s Guide: This guide explains how to define newworkflow business processes and customize existing Oracle Applications–embeddedworkflow processes. It also describes how to define and customize business eventsand event subscriptions.

• Oracle Workflow User’s Guide: This guide describes how Oracle Applicationsusers can view and respond to workflow notifications and monitor the progressof their workflow processes.

• Oracle Workflow API Reference: This guide describes the APIs provided fordevelopers and administrators to access Oracle Workflow.

• Oracle Applications Flexfields Guide: This guide provides flexfieldsplanning, setup and reference information for the Oracle Property Managerimplementation team, as well as for users responsible for the ongoing maintenanceof Oracle Applications product data. This manual also provides information oncreating custom reports on flexfields data.

• Oracle eTechnical Reference Manuals: Each eTechnical Reference Manual(eTRM) contains database diagrams and a detailed description of databasetables, forms, reports, and programs for a specific Oracle Applications product. Thisinformation helps you convert data from your existing applications and integrateOracle Applications data with non–Oracle applications, and write custom reports forOracle Applications products. Oracle eTRM is available on OracleMetaLink.

• Oracle Applications User Interface Standards for Forms–Based Products: Thisguide contains the user interface (UI) standards followed by the Oracle Applicationsdevelopment staff. It describes the UI for the Oracle Applications products and tellsyou how to apply this UI to the design of an application built by using Oracle Forms.

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• Oracle Manufacturing APIs and Open Interfaces Manual: This manual containsup–to–date information about integrating with other Oracle Manufacturingapplications and with your other systems. This documentation includes APIs andopen interfaces found in Oracle Manufacturing.

• Oracle Order Management Suite APIs and Open Interfaces Manual: This manualcontains up–to–date information about integrating with other Oracle Manufacturingapplications and with your other systems. This documentation includes APIs andopen interfaces found in Oracle Order Management Suite.

• Oracle Applications Message Reference Manual: This manual describes allOracle Applications messages. This manual is available in HTML format on thedocumentation CD–ROM for Release 11i.

Training and Support

• Training: Oracle offers a complete set of training courses to help you and yourstaff master Oracle Property Manager and reach full productivity quickly. Thesecourses are organized into functional learning paths, so you take only those coursesappropriate to your job or area of responsibility.

You have a choice of educational environments. You can attend courses offeredby Oracle University at any of our many Education Centers, you can arrangefor our trainers to teach at your facility, or you can use Oracle LearningNetwork (OLN), Oracle University’s online education utility. In addition, Oracletraining professionals can tailor standard courses or develop custom coursesto meet your needs. For example, you may want to use your organizationstructure, terminology, and data as examples in a customized training sessiondelivered at your own facility.

• Support: From on–site support to central support, our team of experiencedprofessionals provides the help and information you need to keep OracleProperty Manager working for you. This team includes your TechnicalRepresentative, Account Manager, and Oracle’s large staff of consultants andsupport specialists with expertise in your business area, managing an OracleDatabase, and your hardware and software environment.

Do Not Use Database Tools to Modify Oracle Applications DataOracle STRONGLY RECOMMENDS that you never use SQL*Plus, Oracle Data Browser,database triggers, or any other tool to modify Oracle Applications data unless otherwiseinstructed.

Oracle provides powerful tools you can use to create, store, change, retrieve, andmaintain information in an Oracle database. But if you use Oracle tools such as SQL*Plusto modify Oracle Applications data, you risk destroying the integrity of your data andyou lose the ability to audit changes to your data.

Because Oracle Applications tables are interrelated, any change you make using anOracle Applications form can update many tables at once. But when you modify OracleApplications data using anything other than Oracle Applications, you may change a rowin one table without making corresponding changes in related tables. If your tables getout of synchronization with each other, you risk retrieving erroneous information andyou risk unpredictable results throughout Oracle Applications.

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When you use Oracle Applications to modify your data, Oracle Applicationsautomatically checks that your changes are valid. Oracle Applications also keeps track ofwho changes information. If you enter information into database tables using databasetools, you may store invalid information. You also lose the ability to track who haschanged your information because SQL*Plus and other database tools do not keep arecord of changes.

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1Overview

About Oracle Property ManagerOracle Property Manager provides you with tools to organize the information youuse to manage major real estate tasks, including lease administration and office spaceallocation. You can also produce reports that present your records in a variety offormats, depending upon your business needs. Property Manager can create your billingand payment schedules, and is integrated with other Oracle applications.

This discussion includes the following topics:

• Lease Management, page 1-1

• Space Management, page 1-2

• Workflow Automation, page 1-2

• Integration with Payables and Receivables, page 1-3

• Reporting, page 1-3

• Using Property Manager, page 1-4

Lease Management

Abstracting Leases

With Property Manager you can abstract, amend, and edit information for your leases.

When you abstract a lease, you extract critical information from a lease document andrecord that information in such way that you can easily access it, review it, and takeaction on it.

With Property Manager, you can abstract critical information associated with your leasedocuments, including:

• Payment terms

• Billing terms

• Options

• Key contacts for vendors or service providers

• Landlord services

• Insurance requirements

Overview 1-1

Amending and Editing Leases

You can easily amend and edit lease information, maintaining a detailed history of yourchanges as you do so.

Scheduling Payments and Billings

Property Manager automatically generates payment or billing schedules for each leaseyou define, normalizing the payment or billing stream in accordance with GAAP(Generally Accepted Accounting Principles). You can then review these scheduleseach period, authorizing them as they become due. You can also track lease paymentsin multiple currencies and export payments to your accounts payable system in thecurrency of your choice.

Index Rent Increase

You can use the Index Rent Increase feature to automatically increase base rent either bya fixed percentage or by an amount proportional to the index change for the remainderof the lease term.

Variable Rent

Landlords can use the Variable Rent feature to collect rent based on a variety of variablefactors, such as sales volumes, weight, and usage.

Space ManagementProperty Manager makes it easy to allocate space in leased and owned locations. Youcan specify detail for the following spaces:

• Regions and office parks

• Buildings

• Floors and suites

• Offices and cubicles

You can manipulate your space definitions and assignments as necessary to performemployee moves or reassign space for different uses. You can track space usage at anylevel by employee, cost center, or both. For example, you can use this information tocharge cost centers for the square footage that they use, ensuring an economical useof available space.

If you use a Computer Assisted Design (CAD) application, or a Computer AssistedFacilities Management (CAFM) application, you can export space utilization informationfrom Property Manager to the CAD or CAFM application.

Workflow AutomationDuring the life of the lease, certain events often require action by your company in atimely manner. With Property Manager you can identify those specific events andschedule the appropriate employee action.

Event Notification

Property Manager includes a Milestone feature, with which you can create milestonesfor key lease events, such as:

1-2 Oracle Property Manager User Guide

• Lease and option expiration dates

• Insurance payment and renewal requirements

• Payment expirations

You can also define any number of additional milestone events that are of importance toyour particular enterprise. If you have Oracle Alert installed, you can configure it togenerate automatic event notification.

Integration

Oracle Applications

Oracle Property Manager is integrated with other Oracle applications, including:

• Oracle General Ledger

• Oracle Payables

• Oracle Receivables

• Oracle Human Resources

This integration enables you to use your Property Manager records as the source ofpayments and billings, and to use your Human Resources records as a source foremployee information in Property Manager.

Open Interface Tables

Property Manager uses Open Interface to integrate with CAFM applications. Thisintegration provides you with the ability to manipulate and view information about yourspace definition and usage in either a forms-based or CAFM environment, synchronizingdata across applications as required.

ReportingProperty Manager provides a set of inquiry windows and standard reports.

Online Inquiry

Online inquiry screens provide you with instant access to critical information:

• Lease provisions

• Lease amendments and edits

• Service provider information

• Transaction history

• Payment and billing information

• Location configurations and usage

• Rentable, usable, and vacant area

• Optimal and maximum capacity

• Employee space assignments

Overview 1-3

Standard Reporting

You can produce standard reports to review:

• Lease provisions

• Rent schedules

• Milestone analysis

• Cash flow

• Space allocation and utilization

Using Property Manager

Process Flow

The following list is a typical sequence of events that you might follow to abstracta lease in Property Manager:

• Set up service providers, and define locations, regions and officeparks, milestones, and reporting currencies.

• Abstract the lease. (Later, amend and edit it as needed).

• Assign employees to office space. (Later, move and reassign the employees asneeded).

• Authorize payment and billing schedules.

• Export payments to Oracle Payables.

• Export bills to Oracle Receivables.

• Review online inquiries and/or produce reports.

Navigation

Oracle Property Manager has a multi-window, graphical user interface (GUI) with fullpoint-and-click capability. You can use your mouse or keyboard to operate graphicalcontrols, such as pull-down menus, buttons, lists of values, check boxes, or tabbedregions.

As with all Oracle applications, you navigate through Property Manager by usingthe Navigator. The Navigator groups the main tasks that you perform into thesemain categories:

• Leases and Documents

• Locations

• Agents

• Setup

• Open Interfaces

• Reports

• Other

You can customize the Navigator to meet your specific business processes and needs.


For more information on navigation paths see: Property Manager Navigation Paths,page A-1.

Overview 1-5

2Setting Up Property Manager

Setting Up Oracle Property ManagerThis section covers the steps that you follow in setting up Oracle Property Manager. Youcan set up Property Manager as a standalone application, or you can set it up togetherwith other Oracle financial applications.

Before you set up Property Manager, set up Oracle Application responsibilities and usersfor the implementation. Oracle Property Manager provides the Oracle Property Managerresponsibility. You can set up additional responsibilities, such as Lease Administratorand Facilities Manager, during the setup process.

The Setup Checklist presents the steps that you follow to set up PropertyManager, whether as a standalone application or as one of a suite of Oracleapplications. If you are setting up other Oracle applications at the same time, you canalso refer to the Related Products setup steps and tables.

Important: If you use the Oracle Applications Multiple OrganizationSupport feature to use multiple sets of books for one Oracle PropertyManager installation, read the Multiple Organizations in OracleApplications manual before proceeding.

Related TopicsRelated Product Setup Steps, page 2-1

Setup Checklist, page 2-5

Related Product Setup StepsYou may need to perform the following steps to implement Oracle PropertyManager. These steps are discussed in detail in the Setting Up sections of their respectiveOracle product user guides. The following tables list the related product setup steps.

Set Up Underlying Oracle Applications Technology

To set up the underlying Oracle Applications technology, you need to complete severaladditional setup steps, including:

• performing system-wide setup tasks such as configuring concurrent managersand printers

• managing data security, which includes setting up responsibilities to allow accessto a specific set of business data and complete a specific set of transactions, andassigning individual users to one or more of these responsibilities.

Setting Up Property Manager 2-1

• setting up Oracle Workflow

Oracle General Ledger Setup Steps

Use the Setting Up General Ledger section in the General Ledger User Guide for help incompleting the setup steps listed in the following table.

Step

Define your chart of accounts.

See: Defining Your Chart of Accounts, Oracle General Ledger User's Guide and Defining YourAccount Structure, Oracle General Ledger User's Guide

Note: If you are not implementing Oracle General Ledger, you can use the Chart of Accountswindow in Oracle Property Manager to define your chart of accounts.

Define your accounting period types and accounting calendar periods.

See: Defining Period Types, Oracle General Ledger User's Guide and Defining Calendars, OracleGeneral Ledger User's Guide

Note: If you are not implementing Oracle General Ledger, you can use the Period Typesand Accounting Calendar windows in Oracle Property Manager to define your accountingperiod types and accounting calendar periods.

Define a set of books. Specify a set of books name and assign it a calendar, functionalcurrency, and a chart of accounts structure.

See: Defining Sets of Books, Oracle General Ledger User's Guide.

Note: If you are not implementing Oracle General Ledger, you can use the Set of Bookswindow in Oracle Property Manager to define your set of books.

If you want to enter foreign currency transactions, define additional rate types, and enteryour daily rates.

See: Defining Conversion Rate Types, Oracle General Ledger User's Guide and Entering DailyRates, Oracle General Ledger User's Guide.

Note: Note: If you are not implementing Oracle General Ledger, you can use the ConversionRate Types and Daily Rates windows in Oracle Property Manager to enter foreign currencytransactions.

Oracle Human Resources Setup Step

Refer to the Setting Up section in the Oracle Human Resources User’s Guide for help incompleting the setup step listed in the following table.

Step

Enter employees.If you have Oracle Human Resources installed, use the People window.

See: Entering a New Person, Managing People Using Oracle HRMS If you do not have OracleHuman Resources installed, use the Enter Person window. See: Enter Person, Managing PeopleUsing Oracle HRMS.

Oracle Payables Setup Step

Refer to the Setting Up section in the Oracle Payables User’s Guide for help in completingthe setup step listed in the following table.


Step

Enter suppliers in the Suppliers window

See: Suppliers, Oracle Payables User's Guide

Oracle Receivables Setup Steps

Refer to the Setting Up section in the Oracle Receivables User’s Guide for help incompleting the setup steps listed in the following table.

Step

Define Receivables transaction source.

See: Define transaction batch sources, Oracle Receivables User's Guide

Define Receivables payment terms.

See: Define payment terms, Oracle Receivables User's Guide

Define Receivables transaction types.

See: Define transaction types, Oracle Receivables User's Guide

Enter customers in the Customers window

See: Enter Customers, Oracle Receivables User's Guide

Setup Steps

For each step, we include a Context section that indicates whether you need to repeat thestep for each set of tasks, set of books, inventory organization, HR organization, or otheroperating unit under Multiple Organizations.

1. Create application user sign-ons and passwords. See: Users Window, OracleApplications System Administrator's Guide.

Context: Perform this step once per installation.

2. Define your chart of accounts. See: Defining Your Chart of Accounts, OracleGeneral Ledger User's Guide, and Defining Your Account Structure, Oracle GeneralLedger User's Guide


3. Define your accounting period types and accounting calendarperiods. See: Defining Period Types, Oracle General Ledger User's Guide, and DefiningCalendars, Oracle General Ledger User's Guide.


4. Define and enable currencies that you plan to use. See: Currencies Window, OracleGeneral Ledger User's Guide.


5. Define a set of books. Specify a set of books name and assign it acalendar, functional currency, and a chart of accounts structure. See: Defining Setsof Books, Oracle General Ledger User's Guide.



6. After choosing your set of books, use the System Administrator responsibilityto set the GL Set of Books Name profile option. If you are creating a single setof books, set the option for the Oracle Property Manager application. If you arecreating multiple sets of books for a single installation, set the option for eachunique combination of organization and responsibility.See: Overview of UserProfiles, Oracle Applications System Administrator's Guide, and Setting User ProfileOptions, Oracle Applications System Administrator's Guide.

Context: Perform this step once per operating unit.

7. If you want to enter foreign currency transactions, define additional rate types, andenter your daily rates. See: Defining Conversion Rate Types, Oracle General LedgerUser's Guide and Entering Daily Rates, Oracle General Ledger User's Guide.


8. Define Receivables transaction source. See: Define transaction batch sources,Oracle Receivables User's Guide


9. Define Receivables payment terms. See: Define payment terms, Oracle ReceivablesUser's Guide


10. Define Receivables transaction types. See: Define transaction types, OracleReceivables User's Guide


11. Define System Options. See: Defining Property Manager System Options, page 2-14

Context: Perform these steps once per operating unit.

12. Set Profile Options. See: Profile Options in Oracle Property Manager, page B-1.

Context: Perform these steps once per operating unit.

13. After choosing your set of books (the PN Set of Books profile option), use theApplication Developer responsibility to set the GL Set of Books ID Profile toUpdatable. See: Overview of User Profiles, Oracle Applications System Administrator'sGuide, and Setting User Profile Options, Oracle Applications System Administrator'sGuide


14. Update country and territory information and assign flexible addressformats. See: Countries and Territories, page 2-7, and Flexible Addresses, OracleReceivables User's Guide.


15. Define descriptive flexfields. The structure of the Descriptive Flexfields(datatypes, value sets) should be consistent among windows that share flexfieldinformation. See: Defining Descriptive Flexfields, Oracle Applications Flexfields Guide.


16. Define lookups. See Lookups, page 2-8.



17. Define milestone templates. See: Setting Up Milestone Templates, page 4-15


18. Define milestone sets. See: Milestones, page 4-13


19. Enter employees. If you have Oracle Human Resources installed, use the Peoplewindow. See: Entering a New Person, Managing People Using Oracle HRMSIf you do not have Oracle Human Resources installed, use the Enter Personwindow. See: Enter Person, online help.


20. Define Suppliers. See: Suppliers, Oracle Payables User's Guide


21. Define Customers. See: Enter Customers, Oracle Receivables User's Guide


Related Topics

Oracle Applications System Administrator’s Guide

Oracle Workflow Guide

Setup ChecklistThe following table lists Oracle Property Manager setup steps and whether the step isoptional or required. After you log on to Oracle Applications, complete these stepsto implement Oracle Property Manager:

Step No. Required Step

Step 1 Required Create application usersign-ons and passwords, page2-3

Step 2 Required Define your chart of accounts,page 2-3

Step 3 Required Define your accounting periodtypes and accounting calendarperiods, page 2-3

Step 4 Optional Define and enable currenciesthat you plan to use, page 2-3

Step 5 Required Define a set of books, page 2-3

Step 6 Required Set the GL Set of Books Nameprofile option, page 2-4

Step 7 Optional Define additional rate types,and enter your daily rates,page 2-4


Step No. Required Step

Step 8 Required Define Receivables transactionsource, page 2-4

Step 9 Required Define Receivables paymentterms, page 2-4

Step 10 Required Define Receivables transactiontypes, page 2-4

Step 11 Required Define System Options, page2-4

Step 12 (See step description) Set Profile Options, page 2-4

Step 13 Required Set the GL Set of Books IDProfile to Updatable, page 2-4

Step 14 Optional Update country and territoryinformation and assign flexibleaddress formats, page 2-4

Step 15 Optional Define descriptive flexfields,page 2-4

Step 16 Optional Define lookups, page 2-4

Step 17 Optional Define milestone templates,page 2-5

Step 18 Optional Define milestone sets, page 2-5

Step 19 Required Enter employees, page 2-5

Step 20 Optional Define suppliers, page 2-5

Step 21 Optional Define customers, page 2-5

Setup Requirements for Property Manager ImplementationWhen you first install and configure Property Manager for your business, you needto set up the following:

• Reporting Currencies, page 2-7

• Flexfields, page 2-7

• Countries and Territories, page 2-7

• Dynamic Location Naming, page 2-8

• Lookups, page 2-8

• System Options, page 2-14

• Milestones, page 2-18


Once these components are properly configured, you can work in Property Managerwithout having to make any routine modifications to them.

Reporting CurrenciesIn Property Manager, you can define a set of reporting currencies, which are currenciesother than your predefined functional currency. After you select your reportingcurrencies, you then select an appropriate Conversion Rate Type to associate with eachdefined currency. (Reporting currencies and conversion rate types come from OracleGeneral Ledger. See: Currencies Window, Oracle General Ledger User's Guide

After you have defined reporting currencies and assigned a Conversion Rate Typeto each currency, you can export payments to Oracle Payables, and bills to OracleReceivables, in those currencies. You would want to do this if, for example, yourcompany holds a lease on property in Mexico, but your company makes payments tothe landlord in United States dollars (USD). The payment terms of the lease may be inMexican Nuevo Pesos (MXN), but you would need to export the payment to OraclePayables in USD. The Conversion Rate Type defines the terms according to which theconversion from the functional currency to the reporting currency is performed.

Oracle Property Manager obtains the functional currency for a lease from Oracle GeneralLedger, as defined in the Profile Options for the set of books. The values in the CurrencyCode and Conversion Rate Type fields correspond to the values in General Ledger.

The functional currency used in Property Manager for all leases is the currency assignedto your set of books. You choose your set of books when you set the Property ManagerSet of Books profile option.

To set up reporting currencies:

1. In the Reporting Currencies window, choose the first empty row.

2. Select a currency and conversion rate from the list of values.

3. Save your work.

Flexfields SetupYou can customize flexfields so your users can record custom data in your PropertyManager Application. The structure of the Descriptive Flexfields (datatypes, value sets)should be consistent among windows that share flexfield information. For detailedinformation, see: Defining Descriptive Flexfields, Oracle Applications Flexfields Guide.

Countries and TerritoriesUse the Countries and Territories window to maintain Value-Added Tax (VAT) MemberState Codes, and to select an address style for a particular country or territory. Youcannot enter a new country or territory in this window, but you can update thename, description, VAT member state code, or address style of the predefined countriesor territories.

The VAT Member State Code identifies a country or territory as belonging to theEuropean Union (EU). Special Value-Added Tax rules apply to member states of the EU.

The address style tells Oracle Property Manager how to format the address fields so thatthey best suit the address entry requirements of a particular country. Many countriescan use the same address style, although a country can only use one address style at a


time. Once you have associated an address style with a country or territory, PropertyManager will provide that address style whenever an address you enter is located inthat country.

To maintain country or territory information:

1. Navigate to the Countries and Territories window.

2. Perform a query to select the country information you want to modify.

3. Adjust any of the following fields:

• Country/Territory:

The name of the country or territory.

• Description:

The country or territory description.

• VAT Member State Code: The member state code for a country belonging tothe European Union (EU).

• Address Style: Select the appropriate address style from the Address Style list ofvalues. If you leave this field blank, the default address style will be used.

4. Save your work.

Dynamic Location NamingDynamic Location Naming allows you to change the predefined terms used inProperty Manager to describe properties. Different industries use different terms forproperties. For example, a building and office in corporate real estate might be a malland store in the retail industry.

Dynamic Location Naming lets you customize your naming conventions forproperties. New property terms are created by changing the Meaning and Descriptionfields in the Lookups window for Location Type.

The new property terms replace the old terms throughout Property Manager

For more information on Lookups, see: Lookups: , page 2-8.

To customize property terms:

1. Navigate to the Lookups window.

Setup - Options - Lookups

2. Change the names in the Meaning and Description fields.

3. Save your changes.

LookupsUse the Oracle Property Manager Lookups window to review and maintain lookups thatyou use. Lookups are predefined values. For example, in a list of values for a field, youmay select from a list of lookups.

In some fields in Property Manager windows, you are required to enter a value from apredefined lists of values. Sometimes the values on the list are items you have defined ina setup window such as service provider names or building aliases. Other predefined


sets of values are lookups, which you can view, and in some cases, update, in the OracleProperty Manager Lookups window.

A lookup category is called a lookup type, and the allowable values for the lookup typeare called lookup names. For example, for the lookup type of lease role types PropertyManager predefines the following lookup names: Broker, Landlord, and PropertyManager.

You can add lookup names to some lookup types. For lookup types that you canmodify, you can define up to 250 lookup names. For example, you may want to defineadditional values for Services. You cannot change lookup name values after you savethem. To remove an obsolete lookup you can: disable the code, enter an end date, orchange the meaning and description to match a replacement code.

You can view all Property Manager lookups in the Oracle Property Manager Lookupswindow. However, note that you cannot modify some lookups because either they areused only by the system, or you cannot add to them. For example, the Property Managerapplication uses lookups that you do not use for data entry, such as lookups used toidentify payment or billing frequency types.

If you use Multiple Language Support (MLS), you can define lookups in each ofyour installed languages. Select Translations from the toolbar or menu to enter thelookup name and description in other languages. When a user selects lookups from alist of values, the lookups on the list will appear in the user’s language. For moreinformation, see: the Oracle Applications User’s Guide.

For detailed information on defining and updating lookups, see: Lookups, OracleApplications Developer's Guide.

PN_FEATURE_CONDITION. Feature Condition

P: Poor

G: Good

F: Fair

E: Excellent

PN_INSURANCE_TYPE. Insurance Types

• ALL: All Risk

• FIRE: Fire

• LIABILITY: Public Liability

• PERSONAL: Personal Injury

• PROPERTY: Property Damage

PN_JOB_TITLE. Job Title for Contact

• MGR: Manager

• SOC: Sales Operation Clerk

• SOS: Sales Operation Supervisor

PN_LANDLORD_SERVICE_TYPE. Landlord Services

• FC: Health Club

• PARK: Parking


• ROOF: Roof rights

• SEC: Security Services

• TI: TI Allowance

PN_LEASE_OPTION_TYPE. Lease Options

• ALLOW: Allowance

• CONST: Construction Warranty

• EXP: Expansion

• HOLD: Holdover

• PURCH: Purchase

• RENEW: Renewal

• TERM: Early Termination

PN_LEASE_ROLE_TYPE. Lease Role Type

• PM: Property Manager

• LL: Landlord

• BR: Broker

PN_LEASE_TYPE. Lease Types

• GRS: Gross

• NNN: Triple Net

• OS: OS

PN_LOCATION_FEATURE_TYPE. Location Features

• CONCIERGE: Concierge Service

• ELEVATOR: Elevators

• HANDICAP: Handicapped Facilities

• HIGHWAY: Easy Highway Access

• OTHER: Other Facilities

• PARKING: Parking

• SHOPS: Retail Shops and Restaurants

• SIGN: Exterior Signage

PN_MILESTONES_TYPE. Milestone Types

• FULL: All Milestones

• INSURANCE: Insurance Requirement Milestones

• LEASE_DATES: Lease Commencement and Termination Milestones

• Option: Option Milestones

• Payment_Term: Payment Term Start and End Date Milestones

PN_NOTE_TYPE. Notes Type


• AB LEASE: Lease Abstraction Notes

• AMLEASE: Lease Amendment Notes

PN_OBLIGATION_FIN_RESP_PARTY. Financially responsible party for the obligation.

• L: Landlord

• NA: Not Applicable

• PR: Pro-Rata

• S: External Service Provider

• SH: Shared

• T: Tenant

PN_OBLIGATION_RESP_TYPE. Type of obligation.

• ELECT: Electric

• ELEV: Elevator

• EPAINT: Exterior Paint

• FENCE: Fences

• FUEL: Fuel

• HVAC: HVAC

• INTALT: Interior Alterations

• JANIT: Janitorial

• LIGHT: Lighting

• LSCAPE: Landscaping

• PARKMAJ: Parking Lot Major

• PARKPAT: Parking Lot Patch

• PLUMB: Plumbing

• ROOF: Roof Repair

• SCAV: Scavenger

• SEW: Sewer

• SNOW: Snow Ice Removal

• SWALK: Sidewalk

• WAT: Water

PN_OPTION_STATUS_TYPE. Lease Option Status

• CANCEL: Cancelled

• EXERCISED: Exercised

• EXP: Expired

• NOACTION: No Action

• NOTEXERCISED: Not Exercised


• OPEN: Open

• OPTMISSED: Option Missed

• REJ: Rejected

PN_PAYMENT_PURPOSE_TYPE. Payment Purpose or Billing Purpose Type

• DEP: Depreciation

• INSUR: Insurance

• OPEX: Operating Expense

• RENT: Rent

PN_PHONE_TYPE. Types of communication used in contacting

• FAX: Fax

• GEN: General

• TLX: Telex

PN_RIGHTS_TYPE: Type of right. Used in the Type field in the Rights tab of theLeases window.

• ALT: Alterations

• ASSGNPRK: Assigned Parking

• AUDIT: Audit by CPA

• ENVIR: Environmental

• HLDOVR: Holdover

• OTHER: Other

• OTSTOR: Outside Storage

• PRK: Parking

• QTENJ: Quiet Enjoyment

• REFUSE: Refusal

• RESTR: Restoration

• ROOF: Roof Rights

• SUBASGN: Sublease/Assign

PN_RIGHTS_STATUS_TYPE. Status of right in lease terms.

• L: Consult Legal

• N: No

• S: Silent

• Y: Yes

PN_SPACE_TYPE. Space Type

• AV: Audio-Visual

• CONFERENCE: Conference

• COPY: Copy Room


• CUSTWORK: Customer/Client Workspace

• CVC: Customer Visit Ctr

• DATA: Data Center

• DEMO: Demo

• FAX: Fax Machine

• FILE: File Room

• HALLWAY: Hallways

• ICWORK: Contractor

• KITCHEN: Kitchen

• LEARN: Learning Lab

• LIBRARY: Library

• MAIL: Mail Room

• MANUDIST: Manufacturing/Distribution

• OFFICE: Office, Cubicle or Workstation

• PC: PC Lab

• PLAY: Play Room

• PRINTER: Printer

• PROP: Proposal Room

• RECEPT: Reception

• RESTROOM: Rest Rooms

• STORAGE: Storage

• TELECOM: Telecom Room

• TEMP: Temporary Employee

• TRAINING: Training

• WORK: Workspace

PN_STATE. State

• The PN_STATE lookup contains the two-letter abbreviations for the 50 United Statesand the District of Columbia (AK, AL, AR, AZ, and so on).

PN_TENANCY_USAGE_TYPE. Tenancy Usage

• OFFICE: Office Space

• RETAIL: Retail Space

PN_UNITS_OF_MEASURE. Units of Measure

• SFT: Square Feet

• SMT: Square Meter

• SYD: Square Yard


Warning: Do not create a unit of measure composed of more thanthree characters. Units of measure with greater than three charactersare not accessible in the Building and Variable Rent window list ofvalues.

Defining Property Manager System OptionsTo accommodate the needs of serving multiple organizations, Property Manager profileoptions previously associated with single organization IDs have been migrated to systemoptions to enable multi-organizational access. Multi-Org Access Control allows users toprocess and report on data that resides in an unlimited number of operating units fromwithin a single application responsibility.

System Options in Property Manager

System options are defined to customize your Property Manager environment. Thefollowing system options are required:

• Accounting Option

• Allow Tenancy Overlap Within Lease

• Automatic Company Number Generation

• Automatic Recovery Agreement Number Generation

• Automatic Recovery Area Class Number Generation

• Automatic Recovery Expense Class Number Generation

• Automatic Recovery Expense Number Generation

• Automatic Rent Increase Number Generation

• Automatic Lease Number Generation

• Automatic Variable Rent Number Generation

• Automatic Space Distribution

• Calculate Annualized Basis for Index Rent

• Consolidate Recovery Terms

• Currency Conversion Type

• Default Landlord/Tenant View

• Default Location Area for Lease

• Extend Index Rent Terms Upon Lease Extension

• Invoice Grouping Name

• Legacy Cutoff Date

• Location Code Separator

• Multiple Tenancy Lease

• Set of Books

• Use SYSDATE to Record Space Assignment Changes


Accounting Option: The setting for this system option indicates how you need tospecify General Ledger accounts on the Details tabbed region of the Leases window. Youcan choose from the following options:

• All Terms: For normalized terms, you must specify one General Ledger account foreach account class (Receivable, Revenue, and Accrued Asset). For non-normalizedterms, you must specify a Revenue and Receivable account.

• Normalized Terms Only: You must specify a Receivable, Revenue, and AccruedAsset account for normalized terms. No General Ledger Account information isrequired for non-normalized terms. However, if you enter a Receivable account, youmust also enter a Revenue account. Likewise, if you enter a Revenue account, youmust also enter a Receivable account.

• None: No General Ledger accounting information is required. If you choose toenter any accounting information for normalized terms, you must enter all threeaccounts (Receivable, Revenue, and Accrued Asset). If you choose to enter anyaccounting information for non-normalized terms, you must enter both a Revenueand Receivable account.

Allow Tenancy Overlap Within Lease:

• Yes: Property Manager will allow you to allocate a location to two tenants on thesame lease up to or equaling 100 percent.

• No: Property Manager will not allow you to allocate a location to two tenantson the same lease

Automatic Company Number Generation: If you want Property Manager to assign aunique number to each company automatically, then enter Yes.

Automatic Recovery Agreement Number Generation: If you want Property Manager toassign a unique number to each recovery agreement automatically, then enter Yes.

Automatic Recovery Area Class Number Generation: If you want Property Manager toassign a unique number to each recovery area class automatically, then enter Yes.

Automatic Recovery Expense Class Number Generation: If you want Property Managerto assign a unique number to each recovery expense class automatically, then enter Yes.

Automatic Recovery Expense Number Generation: If you want Property Manager toassign a unique number to each recovery expense automatically, then enter Yes.

Automatic Rent Increase Number Generation: If you want Property Manager to assigna unique number to each rent increase agreement automatically, then enter Yes.

Automatic Lease Number Generation: If you want Property Manager to assign aunique number to each lease automatically, then enter Yes.

Automatic Variable Rent Number Generation: If you want Property Manager to assigna unique number to each variable rent agreement automatically, then enter Yes.

Automatic Space Distribution:

• Yes: Property Manager automatically distributes space equally to all occupantswhen users allocate space.

• No: Require users to manually enter a space allocation percentage when allocatingspace.

Calculate Annualized Basis for Index Rent: This system option allows users to decidehow the annualized basis will be calculated in Index Rent.


• Terms Active on the Basis Period End Date: The system calculates the annualizedbasis for Index Rent using only those terms that exist at the end of the basis period

• Terms Active in the Basis Period: The system calculates the annualized basis forIndex Rent using those terms that were active during the basis period.

Consolidated Recovery Terms: This system option controls how the system willgenerate recovery term details.

• Yes: Property Manager will create one consolidated term with a single total. Allrecovery lines use the term template specified in the recovery agreement to populatethe recovery term details.

• No: A term detail line for each recovery line type and purpose will be created. Thesystem uses the corresponding billing term details from the main lease. If there ismore than one billing term with the same type and purpose, but with differentbilling details, the system will default the details of the most recent term.

Currency Conversion Type: The setting for this system option specifies the conversionrate type to be used for converting transactional currency amounts to functionalcurrency. If no rate type is specified, Property Manager uses the rate type associatedwith the functional currency for your set of books and enabled in the ReportingCurrencies window.



Note: Many of the reports that you create in Property Managerinclude lease numbers as parameters. This enables you to specify arange of lease numbers that you want to include in the report.

If the Automatic Lease Number option is set to Yes, the leasenumbers that Property Manager automatically creates will besequential, and you will be able to specify a range of leases inyour report parameters.

If you set the Automatic Lease Number option to No, and you wantto be able to specify a range of lease numbers when you generatereports, then create lease numbers that are sequential.

Default Landlord/Tenant View: This system option allows you to preset the defaultvalue of Lease Class for new leases. It also allows you to preset the Space Assignmentwindow’s active tab to Employee or Customer.

• Landlord: Property Manager sets the default value of Lease Class to Third Partywhen you create a new lease. The Space Assignment window’s Customer tab isactive.

• Tenant: Property Manager sets the default value of Lease Class to Direct when youcreate a new lease. The Space Assignment window’s Employee tab is active.

Default Location Areas for Lease: You can choose to default the related location areavalue in the related lease area field.

• Yes: Property Manager will default the related location area value into the relatedlease area field.


• No: Property Manager will not default the related location area value into the relatedlease area field. This is the default value.

Extend Index Rent Terms Upon Lease Extension:

• Yes: When the Lease Termination Date is extended using Amend, the associatedIndex Rent Terms are also extended to the new Lease Termination Date.

• No: When the Lease Termination Date is extended using Amend, the associatedIndex Rent Terms are not extended to the new Lease Termination Date.

Invoice Grouping Name: You can select an invoice grouping name from the previouslycreated list of invoice grouping rules. Property Manager allows various ways ofgrouping payment items within or across leases. There are several levels where you canspecify the grouping rule name with the system option level being the highest. OracleProperty Manager considers this system option last, after it has considered rulesspecified at the lower levels. The rules and options are considered in the following order:

1. Payment item grouping rule

2. Payment term grouping rule

3. Lease grouping rule

4. System option grouping rules

While searching for the invoice grouping rule, Oracle Property Manager checks theabove levels and applies the first rule encountered. It does not evaluate the remainingrules or options. This is an optional field, and the default value is blank.

Legacy Cutoff Date: The Legacy Cutoff Date system option allows you to specify acutoff date for specific rent increase periods.

For Rent Increase Periods with an Assessment Date less than or equal to the CutoffDate, the Backbill option will be ignored. Only recurring Payment or Billing Terms willbe created from the Assessment Date until the Lease Termination Date.

For Rent Increase Periods with an Assessment Date greater than the Cutoff date, thesystem behavior will not change. That is, Payment or Billing Terms will be created fromthe system date until the Lease Termination Date and Backbill Terms will be createdfor the Backbill option.

Location Code Separator: The Location Code Separator system option allows you tohave a predefined separator between location code aliases. The value entered in theLocation Code Separator field becomes the separator between all location code aliasesentered.

Multiple Tenancy Lease: This system option controls whether you can associatemultiple leases to the same location for the same or overlapping tenancy periods.

• Yes: Property Manager allows you to associate multiple leases to the same locationfor the same or overlapping tenancy periods.

• No: Property Manager does not allow you to associate multiple leases to the samelocation for the same or overlapping tenancy periods.

Set of Books: Select the set of books that you want Property Manager to use. Theset of books determines the currency, accounting calendar, and chart of accounts thatProperty Manager uses.

Use SYSDATE to Record each Space Assignment:


• Yes: Users can change space assignments only as of the system date.

• No: Users can make retroactive changes to space assignments at any time, inaddition to changes to current and future dated space assignments.

For example, if you enter "-" as the Location Code Separator, and you created a buildingwith an alias of ABC, a floor with an alias of2", and an office with an alias of a, then thelocation code is displayed as ABC-2-a.

If the Location Code Separator is set to No, no separator value is used, and the examplelocation code is displayed as ABC2a.

To define Property Manager system options:

1. Navigate to the System Options window.

2. Define Property Manager system options for each operating unit.

3. Save your work.

Milestone Types and Templates OverviewMilestones are events of importance in the life of a lease, with dates and deadlinesby which certain actions must be taken. You can define types of milestones that areappropriate for your business operations. Some examples of lease milestones are:

• Lease commencement and termination

• Insurance requirement notifications

• Lease option decisions, such as whether to purchase leased property, renew thelease, and expand the leased space

Lease milestones often require you, or someone in your company, to complete a specifictask or set of tasks by a specific date. For example, some insurance policies require youto notify the insurance company of changes in the ownership and occupancy of theleased space. Another example is a lease that includes a renewal option that must beacted upon by a specified date.

Milestone Templates

In Oracle Property Manager, you can keep track of lease milestones, and group themtogether into named milestone templates. A milestone template identifies a default groupof users who should be notified of particular milestones, so that they can take theappropriate action. Using a milestone template saves you the trouble of having toredefine milestone responsibilities every time you abstract a lease. With milestonetemplates, you can associate the predefined group of milestones with each lease.

• Milestone sets, type 1: group of milestone types gathered under name of, e.g., lease, ororganization.

• Milestone set, type 2: group of users gathered under name, e.g. of lease, defaultgroup of users to be notified regarding a milestone (or group of milestones)

After you have set up milestone sets, you can associate them with leases.

You can automate the process of milestone notification by using Oracle Alert, or anothernotification system. Oracle Alert will send an email about approaching milestone datesto users who have been identified as Primary Users.


You can also manually review lease milestone information periodically, by navigating tothe Leases Window, opening a lease, and clicking the Milestones button.

Related Topics

Milestones, page 4-13

Milestone Types, page 4-14

Milestone Templates, page 4-14

Setting Up Milestone Templates, page 4-15

Setting Up Milestones, page 4-15


3Managing Properties

Managing PropertiesYou can use Oracle Property Manager to manage your properties. You use theinformation in Property Manager for these purposes:

• To identify and define a property, so that you can associate it with a lease in theLeases window

• To define office space, so that you can assign employees and customers to specificoffices using the Space Assignment feature

• To maintain a comprehensive record of the physical features of a property

• To maintain a comprehensive record of contacts associated with theproperty, including company names, roles, and site information

• To simplify reporting

• To group buildings together to allow more flexibility in your property management

To define properties, you need to do the following:

• Define contacts

• Define regions and office parks

• Define properties in the Properties window

Contacts OverviewContacts are companies or other business entities that perform certain functions, calledroles, for the property or lease you are managing. Contacts include parties to thelease, with roles such as:

• Landlords

• Property managers

• Subtenants

• Insurance companies

You can also use the Contacts window to keep track of other types of servicecompanies, such as those that provide contract services, including:

• Maintenance

• Security

Managing Properties 3-1

• Parking services

• Trash collection

You can record contact information for each contact, including the name and addressof the business, and the name, title, telephone number, and email address of peoplein the contact company.

Note: Setting up a company as a contact does not add that companyto either the list of suppliers maintained in Oracle Payables or the listof customers maintained in Oracle Receivables. To add supplier orcustomer information, see: Suppliers, Oracle Payables User’s Guide andCustomers Overview, Oracle Receivables User’s Guide.

Roles and SitesA single contact company can have more than one role in relation to a particularproperty or lease. For example, the same company might act as both a landlord anda property manager for a single property. You can define multiple roles for a contactin the Roles and Sites window.

A contact’s site is the location or place of business from which the contact performs aspecific role. For example, the same company may perform its landlord role from one siteand provide its brokerage services from another site. You can identify sites by the nameof the city or the address where the contact is located. Just as you can define a variety ofroles for a single contact, you can define a different site for every role that you enter.

You use contact roles and sites with other Property Manager features. When you use theProperties window to set up the properties you are managing, you can associate one ormore contacts with specific properties. You can also associate contact companies androles with specific leases, in the Leases window.

Company ContactsFor each contact role and site that you define, you can define an unlimited numberof company contacts. When you define a company contact, you enter the companycontact’s name, title, and phone numbers. You can then enter additional companycontacts for the same company.

Setting Up ContactsYou enter information about contacts using two windows:

• Contacts

• Roles and Sites

To define a contact:

1. Navigate to the Contacts window.

2. Enter the name of the contact company.


3. A company number may be generated automatically by Property Manager. (Thisis determined when Property Manager is first installed.) If the company numberis not automatically generated, enter a company number in accordance with yourorganization’s numbering system.

4. Enter a parent company name if applicable. The parent company you enter mustpreviously have been set up as a contact.

5. If you are entering the company’s name for the first time, choose the New button toopen the Roles and Sites window and assign roles and sites to the contact.


6. After you assign the first role to the company, enter contact information, andsave your work, you then navigate back to the Contacts window and select theNew button. Another Roles and Sites window will open, in which you can enteradditional roles for the same contact.

To define roles, sites, and contacts for a contact:

1. In the Roles and Sites window, choose a role for the contact. Enter the contact’s siteassociated with this role, and the address for this site.

2. In the Contacts region of the window enter the name, title, and email address ofthe individual contact.

3. After you have entered the name of the first contact, enter telephone informationfor that contact. Enter additional telephone numbers for the same contact in thenext blank telephone information row.

4. To enter another contact, move back up to the Contact Name field and enter the nextname in the first blank row. Enter telephone information for this contact.

5. Save your work.

Modifying Contacts

To modify existing information about contacts:

1. In the Contacts window, find the names of companies entered previously by usingthe View menu to perform a query on the Company Name field. Previously enteredrole information will appear in the lower Roles and Sites region. For detailedinformation on performing a query by example, see: Performing Query By Example,Oracle Applications User’s Guide


2. To add a new role for an existing contact company, move the cursor to the firstblank row in the Roles and Sites region and choose the New button. Enter the newrole, site, address, and contact information, and save your work.

3. To change existing Roles and Sites information, select the line with the role nameyou want to change and choose the Open button. Make your changes in the Rolesand Sites window and save your work.

Related Topics

Properties Overview, page 3-6

Regions and Office Parks OverviewIf your business is organized into geographical regions you may want to identify theregion in which a building or other managed property is located. For example, acompany that leases space in New York, Los Angeles, London, and Paris might wantto group its New York and Los Angeles properties together into the North Americanregion, and its London and Paris properties into the European region. Similarly, whenthe space you manage is located in an office park, you can include the name of the officepark in your building definition. If you include the name of a region or an office park inyour building definition, you will be able to use that name as a search criterion.

To associate properties with a region or an office park, you must first set up the officepark or region, which you do in the Regions and Office Parks window. You can set upoffice parks and regions to be independent of each other, or you can set up office parks tobe located within a region. After you have set up the office parks and regions where yourproperties are located, you can then use the Properties windows to associate specificproperties with specific office parks and regions. The buildings or office space withinthese properties are automatically associated with the office park or region you definedin the Properties window. You cannot specifically assign buildings and office space tooffice parks or regions. Office parks and regions must be defined at the property level.

Setting Up an Office Park or a Region

To set up a region or an office park:

1. In the Regions and Office Parks window, enter the name and description of theregion or office park.

2. Select either Office Park or Region from the Location Type field.

3. If you selected Office Park, you can assign the office park to a previously definedregion. Note that you cannot assign a region to a region.

4. Save your work.


Properties OverviewProperty consists of the land, sections, and parcels, and the buildings, floors, and officesthat you are managing with Property Manager. When you set up properties, you enterinformation such as:

• Name or code of the building, floor, and office.

• Address of the building, and whether it is located in an office park. You can alsoassign the building to a geographical region.

• Names and roles of contacts for the property. See: Contacts Overview, page 3-1.

• Building features. See: Defining Buildings, page 3-8.

• Area information

• Occupancy information

• Type of use planned for the office or floor.

You can associate existing buildings or land with a new property. You can define newbuildings or land by choosing the New Building or New Land buttons in the Propertieswindow. You can also use Oracle Property Manager to record ownership and siteinformation.

Properties HierarchyYou define property in Oracle Property Manager at several levels. When you define abuilding within a property, the building consists of floors and offices. When you defineland within a property, the land consists of parcels and sections.

Properties

You define the overall property in the Properties window, including the property nameand code, and information about where the property is located, such as the region andoffice park name. Building and land information is displayed in this window, but youcannot define it here. You must define this information in the Buildings and Landwindows. You can access these windows from the Properties window by choosingthe New Building or New Land button.

Note: You need to define office parks and regions before definingproperties.

Buildings

You define buildings in the Buildings window, including the name, alias, tenure, andfrom and to dates of the building you are defining. Most of the information in the Areaand Occupancy tabbed regions is display only at this level, and must be defined at theoffice level, with the exception of the unit of measure and the gross measurement ofthe building in the Area tabbed region. In the Features tabbed region, you can enterinformation about the type, description, and condition of features of the building. In theContacts tabbed region, you can enter the type, names, and sites where your contacts arelocated. You can access the Building window from the Properties window by choosingthe New Building button. When you access the Buildings window from the Propertieswindow, the property name, tenure, and country where the property is located aredefaulted in the Building window.


Floors

You define floors in the Floors window, which you access by selecting the Floorsbutton on the Buildings window. At this level, you define the names of the individualfloors. You can define from and to dates, or use the dates defaulted from thebuilding. You can also define the type of space, for example, work space.

Offices

You define offices in the Offices window, which you access by selecting the Offices buttonon the Floors window. You define the individual office spaces by office number andsuite. You can define from and to dates, or use the dates defaulted from the floor. You canalso break down the rentable, usable, and assignable space by office number, and definethe common areas, and the maximum and optimum number of occupants for a space.

Land, Parcels, and Sections

Defining land is identical to defining buildings. You define land using a three-layeredstructure that includes defining land in the Land window, defining parcels in the Parcelwindow, and defining sections in the Section window. These windows contain the samefields as the Buildings, Floors, and Offices windows as shown in the following table:

This window: Corresponds to:

Land Building

Parcel Floors

Section Offices

Defining PropertiesYou define properties in the Properties window.

Note: Some of the fields are display only and the actual valuesare defined in other windows, such as the Buildings or Landwindow. See: Window References, page 3-24.


To define a property:

1. From the Navigator, choose Property Definition: Property. The Find Propertieswindow appears.

2. Click New.

3. Enter the Property Name and Property Code.

4. Optionally enter additional location information, such as the officepark, region, zone, and district.

5. Optionally enter the portfolio of the property.

6. Indicate whether the tenure of the building is leased, owned, managed, or mixed.

7. Optionally enter the class, status, and condition, and a description of the property.

8. Enter the country where the building is located.

9. Make sure the Active Property check box is checked.

10. Save your work.

11. To define buildings or land, choose the New Building or New Land button andfollow the instructions in the following sections.

Related Topics

Properties Window Reference, page 3-26

Defining BuildingsYou can access the Buildings window from the Properties window or directly from theNavigator menu.


Note: Some of the fields are display only and the actual valuesare defined in other windows, such as the Floors and Officeswindows. See: Window References, page 3-24.

To define a building:

1. From the Navigator, choose Property Definition: Building.

The Find Buildings window appears.

2. Choose New.

Note: If you navigate to the Buildings window by choosing NewBuilding on the Properties window, Property Manager defaultsthe property name, tenure, and the country where the propertyis located.

3. Enter the unique building name. Select a name according to the naming conventionsthat your business uses. A street address can serve as a building name.

4. Create an alias for the building, and enter it in the Alias field. An alias, which is anabbreviation of the building name, can include letters and numbers. The buildingalias that you create will become the first element of the location code. PropertyManager uses location codes to identify specific locations and to associate them withleases. If you set up floors and offices, their aliases will become the second and thirdelements of the location code. Choose a unique alias for each building, floor, andoffice, so that each location code refers to a unique location. The examples belowillustrate some of the options you have in creating aliases, and the location codesthat will result.

The following tables show how you can use a combination of abbreviations, andfloor and office numbers to create your aliases:


Example 1:

Building, Floor, or OfficeName

Create Alias Location Code

Empire State Building ESB ESB

45th Floor _45 ESB_45

Office 20 _20 ESB_45_20

Example 2:

Building, Floor, or OfficeName

Create Alias Location Code

501 2nd Street 501_2 501_2

6th Floor _06 501_2_06

Cubicle 9 _09 501_2_06_09

Since the location code can contain up to three aliases, you may find it helpful toadd a character that will separate one alias from another in the location code. Inthe examples above, an underscore character is used to begin the floor and officealiases. When Property Manager links the building, floor, and office aliasestogether, the underscore marks the point where one alias stops and the next onestarts. By using an underscore, you can reserve the hyphen to separate groups ofnumbers within one alias, as in the second example above.

The alias is an abbreviation of the building name. Aliases become elements ofthe location code. Select characters in the building name that make the nameunique. For example:

• ESB for Empire State Building

• 45321 V for 45321 Ventura Boulevard

• 300op for 300 Oracle Parkway

5. Optionally enter the property name.

6. Indicate whether the tenure of the building is leased, owned, managed, or mixed.

7. Optionally enter the building class, for example, Office Building and the status of thebuilding, for example, Under Construction or Completed.

8. Enter the From date. See: Changing From and To Dates, page 3-16.

9. Optionally enter the To date. See: Changing From and To Dates, page 3-16.

10. Enter the country where the building is located.

11. Optionally enter address information.

12. In the Area tabbed region, you define the unit of measure (UOM) you want to use.

Warning: Do not create a unit of measure composed of more thanthree characters. Units of measure with greater than three characters


are not accessible in the Building and Variable Rent window list ofvalues.

13. Enter the gross measurement of the building.

14. In the Occupancy tabbed region, specify whether the building is occupiable andwhether it can be assigned to employees, cost centers, or customers.

• Status: Specify whether the building can be occupied.

• Disposition: Specify why the building is unoccupiable. For example, the leasemight have been terminated or the property might be up for sale.

• Accounting Treatment: Specify the financial status of the building. Forexample, a subleased building may be considered profitable or unprofitable.

Note: You can use the Employee Assignable, Cost CenterAssignable, and Customer Assignable fields to specify whether thebuilding can be assigned. However, the Status of a building orany other location that has current assignments cannot be madeunassignable.

15. In the Features tabbed region, enter the type, description, and condition of eachbuilding feature.

• Type: This is a description of how the building will be used, for example, RetailShop.

• Description: Enter a description of the building, for example, the name ofthe restaurant.

• Condition: Enter the condition of the building, for example, Excellent, Fair, orPoor.

16. In the Contacts tabbed region, enter the type (role), company name, and site of eachcontact. Before you enter information into the Contacts tabbed region, you musthave set up contacts.

• Type: Enter the role of the contact, for example, facilities manager or landlord.

• Company Name: Enter the name of the contact’s company.

• Company Site: Enter the location of the contact’s place of business.

17. Save your work.

18. If you want to define floors, choose the Floors button and follow the instructions inthe following section.

Related Topics

Buildings and Land Window Reference, page 3-26

Defining FloorsWhen you have finished setting up the building, you can then set up floors in thebuilding. Set up every floor on which you are leasing or managing any space, regardlessof whether you are leasing all or part of the floor.


Note: Some of the fields are display only and the actual values aredefined in other windows, such as the Offices window. See: WindowReferences, page 3-24.

To define floors:

1. Navigate to the Floors window. The window title of the Floors window displays thename of the building whose floors you are setting up.

2. Enter the name of each floor you are defining.

3. Create an alias for the floor following the guidelines for building aliases describedabove. The alias for the floor, like the building alias you previously created, willbecome an element in the location code. To ensure that aliases and location codes areconsistent from one location to the next, follow the guidelines you used in creatingthe building alias, so that the floor alias clearly refers back to the floor number.

4. Enter the From date. The From date defaults to the From date for the building. Youcan change the date, but this date must be within the From and To dates for thebuilding. See: Changing From and To Dates, page 3-16.

5. Optionally enter the To date. This date must be within the To date for the building, ifthe building has a To date defined. If there is an end date defined for the building, thefloor end date is also defaulted. See: Changing From and To Dates, page 3-16.

6. Specify the Occupancy Status of the floor and whether it is assignable toemployees, cost centers, or customers.

Note: All locations, including floors and offices inherit OccupancyStatus and assignability from their parent locations. This has thefollowing implications.

• A floor that is part of an unassignable building cannot beassignable. Similarly, offices that are part of unassignablefloors cannot be assignable.


• When you change a parent location from unassignable toassignable, the system cascades the changes to the childlocations without performing assignment checks.

• In case you change the assignment value of a parent locationwhen a child location record extends beyond the parent record’sdates, the child record will be split. The record that overlaps theparent’s record will be set to the new assignment value. Theassignment values of the other child record(s) remain the same.

7. Specify the Disposition and the Accounting Treatment if the floor is unoccupiable.

Note: Area and some occupancy attributes are display only atthe floor level, and are rolled up based on what is defined at theoffice level.

8. In the Usage region, optionally enter the space type, function type, and standardtype. See: Floors and Parcels Window Reference, page 3-29.

9. Save your work.

10. You can set up a single floor and then set up offices on that floor, or you can set up agroup of floors and then set up offices on each floor. Choose the Offices button toopen the Offices window for a specific floor.

Related Topics

Floors and Parcels Window Reference, page 3-29

Defining OfficesAfter you have defined buildings and floors, you can define individual offices on eachfloor.

Note: All references to offices also apply to other types of officespace, such as cubicles.

You need to define individual offices so you can:

• Keep track of information about the office.

• Associate the office with a specific lease in the Leases window.

• Assign employees and customers to specific offices, using the Space Assignmentwindow. You must define every office to which you want to assign an employee.

Most of the fields in the Offices window have the same names and uses as the Floorswindow fields. As you enter information in the Area tabbed region of the Officeswindow, Property Manager summarizes the amount of vacant office space on eachfloor and in each building, and displays the total in the Vacant fields in the Floorsand Buildings windows. Later, when you assign office space in the Employee SpaceAssignment window, the amount of vacant space displayed in the Buildings and Officeswindows decreases as you assign office space to employees.


To define an office:

1. Navigate to the Offices window. The Offices window title shows the name of thebuilding and the number of the floor whose offices you are defining.

2. In the Details region, enter the name or number of the office.

3. Optionally enter the name or number of the suite. You use the Suite field to indicatea group of offices.

4. Enter the alias, following the guidelines for building aliases.

5. Enter the From date. The From date defaults to the From date of the floor. Youcan change the date, but this date must be within the From and To dates of thefloor. See: Changing From and To Dates, page 3-16.

6. Optionally enter the To date. This date must be within the To date of the floor, if thefloor has a To date defined. See: Changing From and To Dates, page 3-16.

7. In the Area region, enter the amount of space that is rentable, usable, common, andassignable for the office, following either IFMA standards of measurement or yourown established procedures. Property Manager automatically displays the amountof vacant and secondary circulation space.

Note: You cannot assign common space to any costcenter, employee, or customer.

If you check the Common Flag check box, the Assignable field isgreyed out and you cannot enter any data here. If you do not checkthe Common Flag check box, the Common field is greyed out andyou cannot enter any data here.

When a space is defined as a common area, the vacant area indicates0SFT, and you cannot assign a cost center, customer, or employeeto the space.


Warning: There is no restriction to prevent you from entering anassignable area that is greater than the usable area.

8. Specify the Occupancy Status of the office and whether it is assignable toemployees, cost centers, or customers.

9. Specify the Disposition and the Accounting Treatment if the office is unoccupiable.

10. Enter the maximum and optimum number of people who should occupy this office.

11. In the Occupancy tabbed region, enter the maximum and optimum number ofpeople who should occupy this office.

12. In the Usage tabbed region, optionally enter the space type, function type, andstandard type. See: Offices and Sections Window Reference, page 3-31.

13. When you have defined the offices on a floor, save your work. If you want to defineoffices on additional floors, return to the Floors window to select the next floorwhose offices you want to define. The box to the left of the floor name indicateswhich floor is selected.

Related Topics

Offices and Section Window Reference, page 3-31

Defining Land, Sections, and ParcelsYou define land by navigating to the Land window. Property Manager uses a hierarchicalstructure for defining land, similar to the structure used to define buildings. You define abuilding at three levels: building, floor, and office. Similarly, you define land at threelevels: land, parcels, and sections. To define land, follow the instructions for defininga building. To define parcels, follow the instructions for defining floors. To definesections, follow the instructions for defining offices.

Related Topics

Defining Buildings, page 3-8

Defining Floors, page 3-11

Defining Offices, page 3-13


Floors and Parcels Window Reference, page 3-29


Changing the Location AliasYou can change the alias of a building/land, floor/parcel, or office/section, by runningthe Update Location Alias concurrent process. After the concurrent process completessuccessfully, the new alias will appear when you query on the location.

For example, assume you have a building. Within that building, there are fivefloors. Floor F2 has three offices: O1, O2, and O3. You want to rename Floor F2 toFloor F2A. The original floor alias is F2; the new floor alias would be F2A. The locationcodes of the offices beneath the floor will also change. After running the concurrentprogram (one time only) to change the floor alias, the location code for all offices on the


floor F2A would be updated. The new location code for office 1 would be B1-F2A-O1;office 2 would be B1-F2A-O2, and so forth.

To change the location alias:

1. Navigate to the Submit Request window.

2. Enter Update Location Alias in the Name field.

3. In the Parameters window, choose the location type.

4. Choose the location code from the list of values.

5. Enter the new alias name

6. Choose Submit.

Changing From and To DatesWhen you change From and To dates for a location, Property Manager ensures thatthe dates are valid. When you set up a building or land, you are required to assign aFrom date to the building or land. You can also optionally assign a To date. If you setup floors and offices or parcels and sections beneath the building or land, PropertyManager defaults the From and To dates for the building or land to the child locationsbeneath it (floors and offices or parcels and sections). You can change the From and Todates of the child locations, but these dates must be within the From and To datesof the building or land.

Changing From and To Dates for a Building or Land

Note: Changing the From and to Dates for land is the same asfor buildings. Although this section refers only to buildings, theinformation also applies to land.

If you change the From date to an earlier date, it will not change the From dates of thefloors and offices. If you change the From date to a later date, you receive a messageindicating that Property Manager will automatically change the From dates of the floorsand offices as well. If you want to change the dates for the floors and offices, in additionto the building, you choose Yes in the decision window.

Similarly, if you change the To date to a later date, it will not change the To dates of thefloors and offices. However, if you change the To date to an earlier date, you will get amessage indicating that Property Manager will automatically change the To dates forthe floors and offices as well.

Example

Your company has a building with a location code of B1. Building B1 has a child locationwith a location code of F1. Floor F1 has From and To dates that are defaulted from thebuilding From and To dates as shown in the following table:

Location Code Location Type From Date To Date

B1 Building 01-JAN-2003 31-DEC-2003

F1 Floor 01-JAN-2003 31-DEC-2003


The results of changing the From and To dates are shown in the following table:

Change to Building B1 Result

Change the From date to an earlier date, forexample, 01-JAN-2002.

Property Manager changes the From date ofthe building. The From date of the floor doesnot change.

Change the From date to a later date, forexample, 01-JUL-2003.

When you save the change, you receive amessage indicating that Property Manager willautomatically change the date for the childlocations (Floor F1) as well. Choose Yes tomake the change, or No to cancel the change. Ifyou choose Yes, both Building B1 and Floor F1will now have a From date of 01-JUL-2003.

Change the To date to a later date, forexample, 01-JUL-2003.

Property Manager changes the To date of thebuilding. The To date of the floor does notchange.

Change the To date to an earlier date, forexample, 01-JUL-2002.

When you save the change, you receive amessage indicating that Property Manager willautomatically change the date for the childlocations (Floor F1) as well. Choose Yes tomake the change, or No to cancel the change. Ifyou choose Yes, both Building B1 and Floor F1will now have a To date of 01-JUL-2002.

Changing From and To Dates for Floors

Note: Changing the From and to Dates for parcels is the same as forfloors. Although this section refers only to floors, the informationalso applies to parcels.

If you change the From or To date of a floor, Property Manager allows it, as longas it is within the From and To dates of the building. If you try to enter a Fromdate that is earlier than the From date of the building, you receive a message whenyou try to save the change indicating that the date is outside the effective dates forthe building. Similarly, if you enter a To date that is later than the To date of thebuilding, when you try to save the change, you receive a message indicating that thedate is outside the effective dates for the building.

Example 1

Building B1 has the following From and To dates as shown in the following table (thedates for Floor F1 are defaulted from Building B1):


B1 Building 01-JAN-2003 31-DEC-2003

F1 Floor 01-JAN-2003 31-DEC-2003

The results of changing the From or To dates of Floor F1 are shown in the following table:


Change to Floor F1 Result

Change the From date to a date withinthe effective dates of Building B1, forexample, 01-JUN-03.

Property Manager changes the From date ofFloor F1 to 01-JUN-03.

Change the From date to a date outsidethe effective dates of Building B1, forexample, 01-JAN-2002.

Property Manager does not allow thechange. When you try to save the change, youreceive a message indicating that the date youhave entered is outside of the effective datesfor the building, and Property Manager doesnot save the change. You need to reenter theoriginal date or enter a new From date that iswithin the effective dates of the building.

Change the To date to a date within the effectivedates of Building B1, for example, 31-OCT-03.

Property Manager changes the To date of FloorF1 to 31-OCT-03.

Change the To date to a date outsidethe effective dates of Building B1, forexample, 30-APR-2004.

Property Manager does not allow thechange. When you try to save the change, youreceive a message indicating that the date youhave entered is outside of the effective datesfor the building, and Property Manager doesnot save the change. You need to reenter theoriginal date or enter a new To date that iswithin the effective dates of the building.

Example 2

Floor F2 and Office O2 have the following From and To dates as shown in the followingtable:


F2 Floor 01-JAN-2002 31-DEC-2003

O2 Office 01-JAN-2003 31-DEC-2003

The results of changing the To date of Floor F2 are shown in the following table:

Change to Floor F2 Result

Change the To date to 31-DEC-2002. Property Manager deletes the Office O2record, assuming there are no active spaceassignments associated with Office O2.

If there is a lease or an active space assignmentassociated with Office O2, Property Managerdoes not allow the change.

Changing From and To Dates for Offices

Note: Changing the From and to Dates for sections is the same as foroffices. Although this section refers only to offices, the informationalso applies to sections.


If you change the From or To date of an office, Property Manager allows it, as long as it iswithin the From and To dates of the building or floor. If you try to enter a From datethat is earlier than the From date of the building or floor, you receive a message whenyou try to save the change indicating that the date is outside the effective dates for thebuilding or floor. Similarly, if you enter a To date that is later than the To date of thebuilding or floor, when you try to save the change, you receive a message indicating thatthe date is outside the effective dates for the building or floor.

The results of changing From and To dates for offices is similar to changing From and Todates for floors. See: Changing From and To Dates for Floors, page 3-17.

Correcting and Updating Location Records

When you change location area information, such as the rentable area or the usable areaof an office, you can choose to either correct or update the record:

• Correct: If you choose to correct the record, the new value will simply replacethe old value.

• Update: If you choose to update the record, you are required to enter a new Fromdate indicating when the change becomes effective.

Example

You have an office with an assignable area of 1000 square feet, and you want to changethe assignable area to 1200 square feet. The original record contains the informationshown in the following table:

Location Code Location Type From Date To Date AssignableArea

Off1 Office 01-JAN-2003 31-DEC-2003 1000

When you change the assignable area, if you choose to correct the record when savingyour changes, Property Manager will simply update the record with the new assignablearea as shown in the following table:


Off1 Office 01-JAN-2003 31-DEC-2003 1200

If you choose to update the record when you save your changes, you will be requiredto enter a new From date indicating when the change is effective. You enter a Fromdate of 01-JUL-2003. In this case, Property Manager creates two records as shownin the following table:


Off1 Office 01-JAN-2003 30-JUN-2003 1000

Off1 Office 01-JUL-2003 31-DEC-2003 1200


You can use the Correct and Update function to change the following fields at thebuilding/land level:

• Name

• Property

• Tenure

• Class

• UOM

• Gross

You can use the Correct and Update function to change the following fields at thefloor/parcel level:

• Floors

• Space Type

• Function Type

• Standard Type

You can use the Correct and Update function to change the following fields at theoffice/section level:

• Office

• Suite

• Rentable

• Assignable

• Common Flag check box

• Common

• Usable

• Maximum

• Optimum

• Space Type

• Function Type

• Standard Type

Changing Location Records with Active Space Assignments

Property Manager does not allow you to change the From or To date of a location thathas an active space assignment, if the change affects the dates of the space assignment. Inthis case, you must either change the dates of the space assignment so they correspond tothe dates of the location, or reduce the percentage of area assigned to zero percent.

Property Manager also will not allow you to enter an assignment during a time period inwhich the location is not effective. If you try to do this, you receive a message indicatingthat you need to enter dates that are within the effective dates of the location.


Example

You have an office with effective dates from 01-JAN-2003 to 31-DEC-2004, as shownin the following table:

LocationCode

LocationType

From Date To Date RentableArea

Usable Area

Off2 Office 01-JAN-2003 31-DEC-2004 2000 1800

Office Off2 has the space assignment shown in the following table:

Location Code Employee Name From Date To Date % Assigned

Off2 Mr. Brian Adams 01-JAN-2003 31-DEC-2004 100

You change the To date for office Off2 to 31-OCT-2004, but Property Manager does notallow you to save the change, because there is an active space assignment. You can eitherenter a valid date that is within the dates effective dates of the space assignment, orreduce the percentage of space assigned to zero percent as shown in the following table:


Off2 Mr. Brian Adams 01-JAN-2003 31-DEC-2004 0

After changing the percentage assigned to 0 percent, you change the To date of the officeto 31-OCT-2004, as shown in the following table:


Off2 Mr. Brian Adams 01-JAN-2003 31-OCT-2004 0

You can then change the percentage assigned to 100 percent, as shown in the followingtable:


Off2 Mr. Brian Adams 01-JAN-2003 31-OCT-2004 100

Synchronizing Employee Cost Centers with Oracle Human ResourcesUse the Cost Center Synchronization with HR concurrent process to update theemployee cost center assignment in Oracle Property Manager with the employee costcenter assignment found in Oracle Human Resources. When an employee is initiallyassigned to a space, the employee cost center assignment defaults from the cost centerassignment of the employee in Oracle Human Resources. Afterwards, the cost centerassignment in Oracle Property Manager is not automatically updated to reflect changesto the employee cost center assignment that occur in Oracle Human Resources. The CostCenter Synchronization with HR concurrent process is used to reflect these subsequentchanges in Oracle Property Manager.


Tip: Periodically run the Cost Center Synchronization with HRconcurrent process to keep the employees Cost Centers up to datewith HR records.

The Cost Center Synchronization with HR Concurrent Process

When you submit the Cost Center Synchronization with HR concurrent process, itidentifies the employee records to consider for updating based on the parametersentered. For each record identified, the process determines if the employee cost centerassignment record requires updating. If the cost center assignment of an employee inOracle Property Manager does not match the cost center assignment of the employee inOracle Human Resources, the record is selected for updating.

All of the employee records that are selected for updating are modified to include thenew cost center starting from the as of date specified in the concurrent parameters. Themain steps in the update process are the following:

• The existing employee assignment record is end-dated with the date before theas of date, or (As of Date - 1).

• A new employee assignment record is created with the start date equal to the asof date, or (Start Date = As of Date).

• If the old employee assignment record date was open-ended, the new employeeassignment record is open-ended. If the old employee assignment record wasend dated, the new employee assignment record end date defaults from the oldemployee assignment record end date.

• The cost center of the new employee assignment record updates from the currentcost center assignment of the employee in Oracle Human Resources.

The As of Date parameter plays an important part in the synchronization process, and itis used to determine the following:

• The employee assignment records selected for updating in Oracle Property Manager,

• The current active cost center assignments in Oracle Human Resources used toupdate the cost center assignments in Oracle Property Manager.

• The starting point of the synchronization process.

Example: Synchronize Employee Cost Center

The example below illustrates how the cost center assignment of an employee inOracle Property Manager is synchronized with the corresponding employee cost centerassignment in Oracle Human Resources.

In Oracle Human Resources, an employee named Jane Doe is assigned to cost center300 from January 1, 2003 to December 31, 2003. In Oracle Property Manager, when JaneDoe is assigned to a space on January 1, 2003, her cost center assignment from OracleHuman Resources defaults to the employee cost center assignment in Oracle PropertyManager. The original cost center assignments are illustrated by the following diagrams:

Oracle Human Resources: Jane Doe

01-Jan-03 31-Dec-03

|<------------------------- CC 300 ------------------------->|

Oracle Property Manager: Jane Doe


01-Jan-03 31-Dec-03

|<------------------------- CC 300 ------------------------->|

On April 1, 2003, in Oracle Human Resources, Jane Doe’s cost center assignment ischanged from 300 to 550. It is illustrated by the following diagram:

Oracle Human Resources: Jane Doe

01-Jan-03 01-Apr-03 31-Dec-03

|<---- CC 300 ---->|<----------------- CC 550 --------------->|

The changes made to Jane’s cost center assignment in Oracle Human Resources donot automatically default to Oracle Property Manager. To reflect the changes inOracle Property Manager, use the Cost Center Synchronization with HR concurrentprocess. Run the process using an as of date of April 1, 2003, or later, to ensure the costcenter change is included. The as of date used in the concurrent process will determinethe cost center change date in Oracle Property Manager. Therefore, if you want thechange date in Oracle Property Manager to match the change date in Oracle HumanResources, enter the actual change date in Oracle Human Resources as the as of date.

Assuming the as of date used is April 1, 2003, the original employee record assigned tocost center 300 will be end dated on March 31, 2003. This is illustrated by the followingdiagram:


01-Jan-03 31-Mar-03

|<---- CC 300 ---->|

A new employee record is created and assigned to cost center 550 from April 1, 2003 toDecember 31, 2003. The new record is illustrated by the following diagram:


01-Apr-03 31-Dec-03

|<---------------- CC 550 --------------->|

Submitting the Cost Center Synchronization with HR Concurrent Process

To submit the Cost Center Synchronization with HR concurrent process:

1. Navigate to the Submit Request window and select the Cost Center Synchronizationwith HR concurrent process. See: Submitting Requests, page 9-1.

2. In the Parameters window, enter the values to select the records you want tosynchronize. See: Parameters for the Cost Center Synchronization with HRConcurrent Process, page 3-23.

3. Choose the OK button to run the process.

Note: Re-run the standard and Rxi reports to reflect the changes incost center assignment.

Parameters for the Cost Center Synchronization with HR Concurrent Process

The Cost Center Synchronization with HR concurrent program contains the followingparameters:


• As of Date: Enter the effective date of the employee assignment to process, or acceptthe defaulted system date. This value is required.

• Location Type: Select the location type occupied by the employees you want toinclude in the process. The list of values includes all the location types that currentlyexist in Oracle Property Manager. Leave the field blank to include all the existinglocation types in the process. The default value is blank.

• Location Code From: Select the employee location code that begins the range ofvalues to include in the process. The list of values includes all the location codesfor the specified location type. Only the location codes that are valid on or afterthe as of date are included in the list of values. The list of values displays twocolumns: Location Code and Location Type. Leave the field blank to include allthe location codes for a specified location type or for all the location types. Thedefault value is blank.

• Location Code To: Select the employee location code that ends the range of valuesto include in the process. The list of values includes all the location codes forthe specified location type. Only the location codes that are valid on or beforethe as of date are included in the list of values. The list of values displays twocolumns: Location Code and Location Type. Leave the field blank to include allthe location codes for a specified location type or for all the location types. Thedefault value is blank.

• Employee Cost Center: The list of values will only display the valid employee costcenters that are assigned to a space in Oracle Property Manager. Select an employeecost center to include only the employees assigned to the specified cost center. Leavethe field blank to include all the employees without regard to their cost centerassignment. The default value is blank.

Window ReferencesThis section contains window references for all of the windows you use to defineproperty.

Related TopicsContacts Window Reference, page 3-24

Roles and Sites Window Reference, page 3-25

Properties Window Reference, page 3-26


Floors and Parcel Window Reference, page 3-29


Note: The Operating Unit field appears in some windows and isprovided to support functionality planned for a future release.

Contacts Window ReferenceCompany Name. The name of the contact’s company.

Number. The number assigned to the company.

Parent Company. The name of the contact’s parent company.


Active. Indicates whether the contact’s company currently has an active role withyour managed properties.

Roles and Sites Region

Role. The role of the contact, for example, landlord. This information is entered in theRoles and Sites window.

Site Name. The name of the site. This information is entered in the Roles and Siteswindow.

Address. The address of the site.. This information is entered in the Roles and Siteswindow.

Active. Indicates whether the contact currently has an active role with your managedproperties.

Related Topics

Roles and Sites Window Reference, page 3-25

Contacts Overview, page 3-1

Roles and Sites Window ReferenceRole. The business role of the contact.

Site. The name of the site from which the contact operates for this role.

Country. The country where the contact is located.

Address. The contact’s street address.

City. The city where the contact is located.

County. The county where the contact is located.

State. The state where the contact is located.

Province. The province where the contact is located.

Postal Code. The contact’s postal code.

Contact Names Region

Last Name. The last name of the individual contact.

First Name. The first name of the individual contact.

Job Title. The job title of the individual contact.

Email. The email address of the individual contact.

Primary. Indicates whether this contact is the primary contact.

Contact Telephone Numbers Region

Number. The telephone number of the individual contact.

Extension. The telephone extension of individual contact.

Type. The type of telephone, for example home, office, or mobile.

Primary. Indicates whether this telephone number is the primary number for this contact.


Related Topics


Properties Window ReferenceProperty Name. The unique property name. For example, Headquarters.

Property Code. An abbreviation of the property name. For example, HQ.

Office Park. The name of the office park, if the property is located in an office park. Youmust set up the office park before you enter it here. See Setting Up an Office Parkor a Region, page 3-5.

Region. The name of the region, if your property is located in a region. You must set upthe region before you enter it here. See Setting Up an Office Park or a Region, page 3-5.

Zone. Indicates how the property is used. For example, Airport or Park.

District. The district name or number.

Portfolio. The portfolio of the property.

Tenure. Indicates whether the property is leased, managed, mixed, or owned.

Class. Indicates the class of the property. For example, Rural or Urban.

Status. The status of the property.

Condition. The condition of the property.

Description. The description of the property.

Active Property Check Box. Indicates whether the property is currently in use.

Building or Land Tab

Name. If a building or land is associated with this property, the building or land nameappears here. This information defaults from the Buildings or Land window.

Location Code. If a building or land is associated with this property, the building or landlocation appears here. This information defaults from the Buildings or Land window.

Address. If a building or land is associated with this property, the building or landaddress appears here. This information defaults from the Buildings or Land window.

New Building Button. Opens the Buildings window when you want to enter a newbuilding.

New Land Button. Opens the Land window when you want to enter new land.

Related Topics

Floors and Offices Window Reference, page 3-31

Defining Properties, page 3-7

Buildings and Land Window ReferenceName. The unique building name. Select a name according to the naming conventionsthat your business uses. A street address can serve as a building name.

Alias. An abbreviation of the building name. Aliases become elements of the locationcode. Select characters in the building name that make the name unique. For example:


• ESB for Empire State Building

• 45321 V for 45321 Ventura Boulevard

• 300op for 300 Oracle Parkway

For a detailed discussion of aliases, see Defining Buildings, page 3-8

Location Code. The location code defaults from the alias. It is usually the same asthe alias.

Property. The name of the property. If you used the New Building or New Land buttonon the Properties window to access the Buildings or Land window, the property name isdefaulted from the Properties window.

Tenure. Indicates whether the building or land is leased, managed, mixed, or owned.

Class. Indicates the class of the building or land. For example, Rural or Urban.

From. The date from which a building or land is effective. This field is required.

To. The date on which a building or land is no longer effective.

Country. The country where the building or land is located.

Address. The address of the building or land.

City. The city where the building or land is located.

State. The state where the building or land is located, if applicable.

County. The county where the building or land is located.

Province. The province where the building or land is located, if applicable.

Postal Code. The postal code where the building or land is located, if applicable.

Floors Button. Opens the Floors window.

Area Tab

UOM. The Unit of Measurement from the List of Values.

Gross. The gross area of the building.

Rentable. The amount of rentable space. This information is entered at the office orsection level.

Usable. The amount of usable space. This information is entered at the office orsection level.

Assignable. The amount of assignable space. This information is entered at the office orsection level.

Vacant. The amount of vacant space. This information appears automatically, based onwhat you have entered at the office or section level. Property Manager calculates thevacant space using the following formula:

Assignable - assigned (from Space Assignment form)

By default, the amount shown in the Vacant field is as of the From date of the building. Ifyou want to see the amount of vacant space as of a particular date, you can enter an Asof date in the Find Buildings window.

For example: you have a building with a From date of 01-JAN-2003 and a To date of31-DEC-2004. The building has a total of 1000 square feet of assignable space, and is


100 percent assigned for all of 2003, but there are no assignments in 2004. If you openthe building record without entering an As of Date in the Find Buildings window, theamount of vacant space will be 0. If you enter an As of Date in the Find Buildingswindow such as 01-JAN-2004, the amount of vacant space will be 1000.

% Vacant. The percentage of vacant space. This information appears automatically, basedon what you have entered at the office or section level. If you want to see the percentageof vacant space as of a particular date, you can enter an As of date in the Find Buildingswindow.

Levels. The number of floors or parcels. This information is entered at the floor orparcel level.

Units. The number of offices or sections. This information is entered at the office orsection level.

Load Factor. Property Manager calculates the load factor using the following formula:

Rentable Area /Usable Area -1

Occupancy Tab

Status. Indicates whether the building is occupiable or not.

Employee Assignable. Indicates whether the building can be assigned to employees.

Cost Center Assignable. Indicates whether the building can be assigned to a cost center.

Customer Assignable. Indicates whether the building can be assigned to customers.

Disposition. Indicates why the building is unoccupiable.

Accounting Treatment. Indicates the financial status of the building.

Maximum. The maximum number of people who can occupy this building or land. Thisinformation is entered at the office or section level. This field is display only at thebuilding level.

Optimum. The optimum number of people who can occupy this building or land. Thisinformation is entered at the office or section level. This field is display only at thebuilding level.

Utilized. The number of people occupying the space. This information appearsautomatically, based on what you enter at the office or section level. This field is displayonly at the building level.

% Maximum Occupancy. The percentage of space that is occupied. This field isdisplay only at the building level. Property Manager calculates this amount based onthe following formula:

Utilized/Maximum Occupancy x 100

Area/Utilized. The amount of space that is utilized. This field is display only at thebuilding level. Property Manager calculates this amount based on the following formula:

Rentable Area (building level)/Total Utilized (building level)

Maximum Vacancy. The amount of space that is vacant. This field is display only at thebuilding level. Property Manager calculates the vacancy based on the following formula:

Maximum Occupancy - Utilized


Features Tab

Type. Features of the building or land. For example, Restaurant or Easy Highway Access.

Description. A description of the feature.

Condition. The condition of the feature. For example, Fair or Quiet.

Quantity. The quantity of this feature, if applicable.

UOM. The unit of measure.

Contacts Tab

Type. The position of the contact. For example, Facilities Manager.

Company Name. The name of the company with which the contact is associated.

Company Site. The location of the contact’s company.

Related Topics

Floors and Offices Window Reference, page 3-31

Defining Buildings, page 3-8

Defining Land, Sections, and Parcels, page 3-15

Floors and Parcels Window Reference

Details region

Floors. The name or number of the floor. This field appears only in the Floors window.

Parcels. The name or number of the parcel. This field appears only in the Floors window.

Alias. The alias for this floor or parcel. This information defaults from the Buildingsor Land window.

Location Code. The location code of the floor or parcel. This information is entered atthe building or land level.

From. The date from which a floor or parcel is effective. This date defaults from theBuildings or Land window. You can change this date, but the date must be the same asthe building/land From date or later. This field is required.

To. The date on which a floor or parcel is no longer effective. This date defaults from theBuildings or Land window, if the building or land includes an end date. You can changethis end date, but it must be the same as the building/land End date or earlier.

Area region

Rentable. The rentable space in the floor or parcel. This information is entered at theoffice or section level.

Usable. The usable space in the floor or parcel. This information is entered at theoffice or section level.

Common. The common space in the floor or parcel. This information is entered at theoffice or section level.

Assignable. The assignable space in the floor or parcel. This information is entered atthe office or section level.


Primary Circulation. The amount of primary circulation space on the floor or parcel, forexample, lobby or walkways. Property Manager calculates this amount based on thefollowing formula:

Rentable Space (floor level) - Usable Space (floor level)

Vacant. The vacant space in the floor or parcel. This information is derivedautomatically, based on what you enter at the office or section level. This field is displayonly at the floor level.

Occupancy region

Occupancy Status. Indicates whether the floor or parcel is occupiable or not.

Employee Assignable. Indicates whether the floor or parcel can be assigned toemployees.

Cost Center Assignable. Indicates whether the floor or parcel can be assigned to acost center.

Customer Assignable. Indicates whether the floor or parcel can be assigned tocustomers.

Disposition. Indicates why the floor or parcel is unoccupiable.

Accounting Treatment. Indicates the financial status of the floor or parcel.

Maximum. The maximum number of people who can occupy this floor or parcel. Thisinformation is entered at the office or section level. This field is display only at thefloor level.

Optimum. The optimum number of people who can occupy this floor or parcel. Thisinformation is entered at the office or section level. This field is display only at thefloor level.

Utilized. The number of people occupying the space. This information is derivedautomatically based on what you enter at the office or section level. This field is displayonly at the floor level.

Vacancy. The number of vacant spaces. This information is derived automatically basedon what you enter at the office or section level. This field is display only at the floorlevel. Property Manager calculates this amount using the following formula:

Maximum Occupancy (floor level) - Utilized (floor level)

Usage region

Space Type. The type of space. For example, Data Center.

Function Type. How the space is used currently. For example, the space may have beendesigned for use as offices, but it is actually being used as a data center.

Standard Type. The type of user who uses this space, for example, directors, vicepresidents, or individual contributors.

Offices Button. Opens the Offices window.

Related Topics

Building Window Reference, page 3-26

Defining Floors, page 3-11



Offices and Sections Window Reference

Details region

Name. The name or number of the office or section.

Suite. The name or suite number. This field allows you to subdivide offices or sections.

Alias. The alias for this office or section. This information defaults from the Buildingsor Land window.

Location Code. The location code of the office or section. This information is entered atthe building or land level.

From. The date from which an office or section is effective. This date defaults from theFloors or Parcel window. You can change this date, but the date must be the same as thefloor/parcel From date or later. This field is required.

To. The date on which an office or section is no longer effective. This date defaults fromthe Floors or Parcel window, if the floor or parcel includes an end date. You can changethis end date, but it must be the same as the floor/parcel End date or earlier.

Occupancy region

Status. Indicates whether the office or section is occupiable or not.

Employee Assignable. Indicates whether the office or section can be assigned toemployees.

Cost Center Assignable. Indicates whether the office or section can be assigned to acost center.

Customer Assignable. Indicates whether the office or section can be assigned tocustomers.

Disposition. Indicates why the office or section is unoccupiable.

Accounting Treatment. Indicates the financial status of the office or section.

Maximum. The maximum number of people who can occupy this office or section.

Optimum. The optimum number of people who can occupy this office or section.

Utilized. The amount of space occupied. This information is derived automaticallybased on what you enter here.

Vacancy. The amount of space that is vacant. This information is derived automaticallybased on what you enter here

Area region

Rentable. The rentable space in the office or section.

Assignable. The assignable space in the office or section. This amount cannot be greaterthan the rentable area, if specified.

Common Flag. Indicates if the space is a common area.

Common. The common space in the office or section.

Usable. The usable space in the office or section.


Secondary Circulation. The amount of secondary circulation. Property Managercalculates this amount based on the following formula:

Usable Area - (Common Area + Assignable Area)

Vacant. The vacant space in the office or section. This information is derivedautomatically, based on what you enter here.

Usage region

Space Type. The type of space. For example, File Room.

Function Type. How the space is used currently. For example, the space may have beendesigned for use as a Cubicle, but it is actually being used as a Printer Room.

Standard Type. The type of user who uses this space, for example, director, vicepresident, or individual contributor.

Related Topics

Building Window Reference, page 3-26

Defining Offices, page 3-13



4Leases

Lease Administration OverviewYou can automate your lease administration processes by using the lease managementfeatures included in the Leases window. You can also manage the calculation ofrent amounts and the creation of schedules for invoices. You can set up milestonesthat correspond to required decisions and actions you need to take at specifictimes. Milestones help you keep track of these decisions and actions and handle themon a timely basis.

The Leases window and the schedule creation feature will help you to expedite manylease management tasks, such as:

• Abstracting the lease and related documents to identify basic information about theterms of the lease, as well as information about the parties to the lease.

• Staying informed about decisions you have to make and tasks you have to performon a timely basis.

• Setting up payment schedules, authorizing payment schedules, and exportingschedules to Oracle Payables.

• Setting up billing schedules, and exporting invoices to Oracle Receivables.

• Keeping track of any additional information relevant to the lease.

If any of the terms of the original lease that you abstracted are later modified, you canuse the Leases window to update your lease information. You can modify your leaseinformation in two ways:

• Enter an amendment. You use the Amendment feature to record any amendmentsyou have made to the lease. For example, when you create a lease amendment toterminate a lease early, you can update your information in Property Manager withthe Amendment feature. The amendment feature allows you to keep a history ofmodifications made to the original lease agreement, along with information such asthe user responsible and the amendment dates.

• Edit your lease information. If you simply need to correct an error you made whileentering information, and you do not need to create a lease amendment, you canuse the Edit feature to update your lease information.

Setting Up New LeasesWhen you enter lease information in Oracle Property Manager, you assign a name andnumber to an individual lease, and then record information about that lease.

Leases 4-1

However, before you enter a new individual lease, you can enter lease setupinformation. Lease setup information is information that you derive from one lease, butthat you can apply generally to other leases. For example, the landlord who is named inone lease may also be the landlord in other leases. The information you record aboutthat landlord, such as the name, address, and phone number of your contacts at thelandlord’s office, is then available for your use when you enter other leases that havethe same landlord.

You can also use some lease setup information when you perform property managementtasks that are not directly related to lease administration. For example, after you haveset up location information, you can use it when you enter leases and also when youassign office space.

Lease setup information includes:

• Contacts. You need to define a contact only once. After you do, that contactinformation is available for any leases you subsequently enter. For detailedinformation on contacts, see: Contacts Overview, page 3-1.

• Locations. Once a location has been defined, the information can be used inthe Leases window, and can also be used for assigning space with the SpaceAssignment feature. Location types that you can assign to a lease includebuildings, floors, offices, land, parcels, and sections. For detailed information onentering locations, see: Managing Properties, page 3-1.

• Milestone Types and Sets. Milestone types and sets manage the list of people forwhom reminders are generated. You can apply the milestone types and sets that youdefine to any lease you choose. You can apply milestone types and sets to multipleleases. For detailed information see: Milestone Types and Sets Overview, page 2-18.

Related TopicsStatus of Leases, page 4-3

Lease Abstraction ProcessWhen you abstract a lease, you identify critical information in the lease document and inother related documents, such as conveyance documents, insurance policies, and serviceprovider contracts. You then enter this information in the Leases window of OracleProperty Manager using the various tabbed regions in the Lease window. Later, youcan easily query the information, review it, and act on it.

Lease Information SourcesSome of the information you enter in the Leases window does not come directly fromyour lease documents, but rather from the business processes used by your organization.

• Your lease documents provide information about the location being leased, theparties to the lease, the terms of the lease, and ancillary contractual agreements.

• Your business processes and standards determine items such as lease namingconventions, account numbers for payments or remittances, and the names of userswho are responsible for performing lease-related activities.

Note: Ancillary agreements are contracts between either thelandlord or the tenant and a third party. Such agreements caninclude insurance policies, maintenance contracts, and contracts


with other service providers. The lease and the ancillary agreementsmay require you to make different types of payments in addition torent, such as insurance, taxes, or operating expenses.

Lease Terms and ProcessesThe Leases window includes an upper region, where you enter information thatdescribes and identifies the lease, and a group of tabbed regions, each of which isdedicated to a specific lease term or element of lease information.

The information you enter in the Leases window will:

• Identify the lease with a unique name and number.

• Describe the type, class, and current status of the lease.

• Describe the terms of the lease and the significant elements of related documents.

• Initiate or continue a payment or billing process.

Related Topics

Lease Window and Edit Lease Window Reference, page 4-91

Tabbed Regions Reference for Lease, Edit Lease, and Amend Lease Windows, page 4-93

Lease Description

Unique Lease Attributes

Unique lease attributes identify one specific lease. You enter these attributes when youfirst begin to abstract the lease:

• Name of lease. If you follow a consistent naming procedure when you create leasenames, you will be able to readily identify the locations that each lease refers to.

Tip: The lease name can be the same as the building name youenter when you set up the location. If you abbreviate the buildingname to create the lease name, choose an abbreviation that clearlyrefers back to the building name.

• Number of lease. Oracle Property Manager can be configured to handle leasenumbers in one of two ways, depending upon how it is implemented. Either thesystem automatically assigns a lease number to each new lease, or you enter a leasenumber each time you set up a new lease. If you enter the lease number, use aconsistent lease numbering system. Property Manager does not enable you toassign the same number to two leases.

General Lease Attributes

These attributes can apply to any lease:

• Type of lease. The lease type describes how the rental amount is calculated. Threecommon types of leases are the gross lease, the net lease, and the percentagelease. The lease type is for informational purposes only and does not affectfunctionality.

Leases 4-3

The lease type is a user-defined lookup that describes how the rental amount iscalculated. Common lease types are:

• Gross lease: The lessee (tenant) pays a fixed rent. The lessor (landlord) paysother expenses, including taxes, insurance, and operating expenses. Mostresidential and commercial office leases are gross leases.

• Net lease: The lessee pays the rent as well as some or all of the operatingcosts, including maintenance, taxes, insurance, and utilities. Most residentialground leases and commercial building leases are net leases.

• Abstracted By. The name of the person who enters lease information in PropertyManager.

• Lease Class. The lease class indicates your role as it is defined in the lease you areabstracting. In each lease you can have one of two possible lease roles: tenant orlandlord. The lease class that you select also determines whether you will use thePayments feature or the Billings feature. See: Payments and Billings Overview,page 4-25.

• Choose the Direct lease class if you are the tenant in the lease. The Direct leaseclass enables the Payments feature, which is used by tenants to make paymentsto landlords and suppliers. The location to which the lease is assigned musthave a tenure of Mixed, Managed, Leased, or Owned.

• Choose the Third Party lease class if you are the landlord in the lease. The ThirdParty lease class enables the Billings feature, which is used by landlords to billtenants and customers. The location to which the lease is assigned must have atenure of Mixed, Managed, or Owned.

• Choose the Sublease lease class if you are subleasing the property to asubtenant. The Sublease lease class, like the Third Party lease class, enablesthe Billings feature.

You can have more than one sublease for the same location. The second sublease(sub-sublease). A sub-sublease has a lease class of Sublease, and has both aprimary lease and an over lease (sublease) associated with it. Therefore, asub-sublease can have a sublease associated with it.

Note: Depending on the setting of the Default Landlord/TenantView system option, the default value of Lease Class will be eitherThird Party or Direct. See Defining Property Manager SystemOptions, page 2-14.

• Master Lease Name. A Master Lease is a lease that you have previously abstractedin Oracle Property Manager. It covers the same property that is covered by thelease you are currently subleasing. In the Master Lease, however, your role is thatof tenant, while in the current lease, your role is that of landlord. You designate amaster lease only if you are subleasing the property to a subtenant. To do this, youmust choose Sublease as the Lease Class.

Note: When you choose the Sublease class and enter the name of aMaster Lease, you are a party to two leases. In one lease your roleis tenant, and in the other lease your role is lessor. You enter thedirect lease into Oracle Property Manager first, then enter the thirdparty lease. When you do this, the direct lease becomes the masterlease in reference to the third party lease.


• Approval Status of lease. A lease can have either Draft or Final approval status. Theapproval status of the lease determines what actions you can take regarding twoareas of the lease abstraction process: making changes to the lease, and generatingpayments and billings.

• Changes to the lease: If the lease is in draft status, you can modify, delete, or addto the existing lease information. If the lease is in final status, you cannot makechanges to the lease unless you perform an edit or create a lease amendment.

• Payment and billing schedules: When you enter payment or billing termsin the Leases window and change the lease approval status from Draft toFinal, you initiate the process that creates scheduled payments or scheduledbillings. When you change the lease approval status from Draft to Final and saveyour work, you generate scheduled payments or billings.

• Lease Status. Lease status determines the relationship between the lessor andlessee. The selections available for lease status include the following:

• Month-to-Month. A tenancy whereby a lessee retains possession of leasedproperty after the lease has expired after which the tenant leases the property forone month at a time.

• Holdover. A tenancy whereby a lessee retains possession of leased propertyafter the lease has expired and the landlord, by continuing to accept rent, agreesto the tenant’s continued occupancy as defined by state law.

• Terminated. A lease status of Terminated occurs after the lease end date. Thisstatus also applies if you use the amend process to terminate a lease prior tothe lease end date.

• Active. A lease status of Active applies to leases that are within their leaseterm range.

Entering Lease ElementsLease elements are the significant points of information in the lease itself, and inancillary or third-party agreements associated with the lease. Lease elements provide theinformation you need to perform the administrative tasks necessary to implement thelease terms and the ancillary agreements. You enter information about lease elements inthe tabbed regions of the Leases Window.

Milestones

Most of the tabbed regions in the Leases window include the Milestones feature, whichenables you to keep track of decisions and events that take place during the course of thelease. Milestones can be set up in these tabbed regions:

• Details

• Insurance

• Options

• Payments/Billings

Lease Details

The lease details you abstract include:

Leases 4-5

• User Responsible. This is the person in your organization who is assignedresponsibility for the lease you are abstracting.

• Account Defaults. The GL accounts to be charged for payments or usedfor remittances. For direct leases, these include the expense, liability, andaccrued liability account. For third party and sublease leases, these include therevenue, receivable, and accrued asset accounts.

• Proration Rule. Timing used to prorate lease costs over a shorter period of time, forexample, if the lease starts mid-month. The options are 365 days per year, 360 daysper year, or days per month. The option you choose can vary depending on thelease and your accounting practices.

• Key Lease Dates. These include execution, commencement, and termination datesof the lease itself, and of ancillary contractual agreements.

• Term Template. You can specify a pre-defined term template. The term templatedefaults payment and billing term information created for a lease.

Contacts

In the Contacts region you keep track of the name, role, and site of companies withwhom you do business as part of administering the lease. You enter information aboutthese companies in the Contacts window, where you can record additional informationsuch as company addresses, and the names and phone numbers of company employeeswhom you might need to contact.

You can use Oracle Mobile to query contact information defined in Oracle PropertyManager. This contact information is conveniently categorized into various logicalsearch criteria.

Using Oracle Mobile Property Manager, space planners and facilities managers canperform a variety of functions that would ordinarily require the use of paper or heavylap tops, which are difficult to maintain and carry while inspecting property. Spaceplanners and facilities managers can use Oracle Mobile Property Manager to performtasks such as directly accessing contact information for a given lease or notifying thesystem of vacant office space as they inspect the property.

Location Information

When you enter information about a lease, you can describe the location that thelease covers by entering location information in the Location tabbed region of theLeases window. If the lease covers more than one location you can enter informationfor all leased locations. You must set up at least one primary location for reportingpurposes. You cannot specify more than one primary location for a lease. Also, a singlelocation can be associated with multiple leases, as long as their occupancy dates do notoverlap. Also, if a locations such as a building is associated with a direct lease, then thatspecific building and all of its associated floors and offices can be subleased out. Youcannot sublease a location that is not on the original master lease. You can associatethe same location across multiple leases for overlapping occupancy dates, if the systemoption Multiple Tenancy Lease has been set to Yes.

Note: You must set up a location before you can enter leaseinformation in the Lease window. For information on setting uplocations, see: Managing Properties, page 3-1.


A location is automatically assigned to a customer when you add alocation, with a customer, to a third party lease. See: Assigning Space toCustomers, page 4-12.

Insurance

You can enter information about any insurance policies that cover the leased location inthe Insurance tabbed region. In the Coverage Amount fields you can enter the amount ofinsurance that is legally required, if any, and enter separately the amount of insurancethat was actually purchased under the specified policy. In the Dates region, you canenter information such as the insurance policy effective dates, the policy number, and thecompany that is supplying the policy.

Rights and Obligations

Rights are entitlements granted by the landlord to the tenant. Right types are defined bythe system administrator in the Lookups window. The following are examples of rights:

• Right to assign or sublease: entitles the tenant to sublease the property or assigntheir rights.

• Roof rights: entitles the tenant to install antennae and satellite dishes on a specificpart of the roof.

• Right of first refusal to adjoining space: requires the landlord to disclose theavailability of property next to the tenant’s space. This gives the tenant theopportunity to rent this adjoining space or refuse the offer before offering thisspace to other potential tenants.

Obligations outline which party is responsible for performing or paying for specificservices, costs, or duties. You can enter information about these services and obligationsin this tabbed region. Examples of such services and obligations include:

• Building security

• Parking

• Maintenance

• Management

• Repairs

• Heating

Options

The lease may specify options that the tenant or landlord can exercise at different timesduring the course of the lease. You enter information about these options in the Optionstabbed region. Some common lease options are:

• Purchase of the property by the tenant.

• Extension of the lease period.

• Modifications to the leased property.

• Expansion of the lease to cover additional space.

Leases 4-7

Payments

If you are a tenant, you can create payment items and schedules for the various paymentsyou have to make in connection with your property. These can be payments of rent youmake to the landlord, or payments you make to any of your suppliers.

Note: You can also do straightlining of your terms (according toFASB-13 standards) by checking the Normalize check box. You cannotenter an estimated payment amount for normalized payment terms. Ifyou check the Normalize check box, the Estimated Amount field isdisabled. Also, you cannot create a normalized payment term thatlies outside the lease term. You can create non-normalized paymentterms outside the lease term. You can also associate a leased location toa payment term.

Billings

If you are a landlord, you can create billing items and schedules to keep track of the rentsand other payments that are made to you.

Note: You can also do straightlining of your terms (according to FASB-13standards) by checking the Normalize check box. You cannot enter anestimated billing amount for normalized billing terms. If you check theNormalize check box, the Estimated Amount field is disabled. Also, youcannot create a normalized billing term that lies outside the leaseterm. You can create non-normalized billing terms outside the leaseterm. You can also associate a leased location to a billing term.

Notes

Your lease abstract can include any explanatory notes that you want to accompany thelease information. For example:

• If by leasing office space you acquire the right to a parking space, you can recordthat information in Notes.

• If you are a landlord with a holdover tenant, you can indicate that the tenant isa holdover in Notes.

You can define different note types that cover most of the common note types specific toyour business enterprise.

Related Topics

Lease Window and Edit Lease Window Reference, page 4-91.



Entering Payment Information, page 4-40

Entering Billing Information, page 4-51



Abstracting a LeaseYou use the Leases window to enter the information you have abstracted from thelease. When you navigate to the Leases Window and choose the New button, the Lease(New) window displays an upper region with fields for the basic information thatwill identify the lease, and a tabbed region with tabs for entering specific informationabout the contents of the lease.

Prerequisites:

• Set up Suppliers and Customers. See: Suppliers, Oracle Payables User's Guide andEnter Customers, Oracle Receivables Users's Guide

• Set up Contacts. See: Setting Up Contacts, page 3-2.

• Set up Locations. See: Managing Properties, page 3-1.

• Set up Milestone Types and Templates. See: Setting Up Milestone Templates andMilestones, page 4-14.

To set up a new lease:1. From the Navigator, choose Leases and Documents and then Enter Leases and

Documents to display the Leases window.

The Find Leases window appears.

2. Choose the New button to display the Lease (New) window.

Leases 4-9

3. In the Name field, enter a unique name for the lease.

4. Enter the lease number if Oracle Property Manager does not assign one. PropertyManager assigns lease numbers automatically if you have the PN: Automatic LeaseNumber profile option set to yes. See: Profile Options in Property Manager, page B-1.

5. Select the Type of lease. Lease types, such as Net and Gross, indicate whether thetenant is responsible for the payment of any fees, such as taxes and maintenancefees, in addition to rent. The type field is a user-defined lookup. See Lookups,page 2-8.

6. Select the Lease Class. If you are the tenant in the lease you are abstracting, select theDirect lease class. If you are the landlord, select the Third-Party lease class. If you aresubleasing the property to another tenant, select the Sublease class.

7. Select the Master Lease name if you have selected Sublease as the Lease Class.

Note: If the lease you are setting up is either Direct class orThird-Party class, the Master Lease field is read-only.

8. Verify that the Approval Status field value is Draft.

Note: The Approval Status field has two possible values: Draftand Final.

• A draft lease is one for which you have not completed the abstraction process.

• A finalized lease is one for which you have completed the abstraction processand have no additional information to enter.

The default value of the Approval Status field is Draft. If you leave theDraft status of the lease unchanged until you have completed the abstractionprocess, you will not have to amend or edit the lease if you need to change oradd lease information. Change the lease status from Draft to Final after you haveabstracted information about the lease and entered it in the tabbed regions of


the Leases window. Finalizing a lease automatically generates payment/billingschedules. See: Lease Window Tabbed Regions , page 4-11.

9. Verify that the Lease Status field value is Active, the default value. The selectionsavailable include the following:

• Active

• Month to Month

• Holdover

• Terminated

See: Lease Description, page 4-3 for more information on the Lease Status field.

Related TopicsLease Window and Edit Lease Window Reference, page 4-91


Lease Window Tabbed Regions

Prerequisite:

• Complete the upper regions of the Leases window. See Abstracting a Lease, page 4-9

To enter lease information:

Note: For detailed information about each of the tabbed regions, seeTabbed Regions Reference for Lease, Edit Lease, and Amend LeaseWindows, page 4-93.

Note: Tabbed regions that include information on critical dates include aMilestone button. Use the Milestone button to assign a person to beresponsible for completing a particular action associated with thelease. See Setting Up Milestone Templates and Milestones, page 4-14

1. Details Tabbed Region. Enter the name of the person who is responsible foradministering the lease in the User Responsible field. Enter the necessary OraclePayables or Oracle Receivables accounts. Select the appropriate proration rule. Enterthe execution, commencement, and termination dates of the lease in the Key DatesRegion. See Details Tabbed Region, page 4-94.

2. Contacts Tabbed Region. Enter the Role, Company Name, and Site of thecontact. You can enter this information only after you have set up contacts. SeeContacts Tabbed Region, page 4-96.

3. Locations Tabbed Region. Enter location information for the building, floor, oroffice that you are assigning to the lease. You can enter this information only afteryou set up locations. You can enter estimated and actual occupancy dates, the usagepurpose of the leased location. See Locations Tabbed Region, page 4-96.

4. Rights and Obligations Tabbed Region. Enter any rights and obligationsspecified in the lease. Generally, the rights entered here have no financialconsequences. Obligations outline which party is responsible for performing or

Leases 4-11

paying for specific services, costs, or duties. Generally, the obligations entered herehave financial consequences. See Rights and Obligations Tabbed Region, page 4-99.

5. Insurance Tabbed Region. Enter information on insurance policies and amounts onthe location. See Insurance Tabbed Region, page 4-99.

6. Payments Tabbed Region. (For Lease Class: Direct) Enter all payment terms youwant to set up. You must set up suppliers before entering payment terms. SeeEntering Payment Information, page 4-40.

7. Billings Tabbed Region. (For Lease Classes: Sublease or Third party) Enter allbilling terms you want to set up. You must set up customers before entering billingterms. See Entering Billing Information, page 4-51.

8. Options Tabbed Region. Enter information on any options that are specified in thelease. See Options Tabbed Region, page 4-100.

9. Notes Tabbed Region. Enter any notes that you want to add to your leaseinformation. See Notes Tabbed Region, page 4-104.

10. Save your work.

Assigning Space to CustomersYou can use the Locations tabbed region of the Lease window to assign space tocustomers. Adding a location, with a customer, to a third party lease automaticallyassigns the location to that customer.

Assigning Space to CustomersPrerequisites:

• Set up the locations you want to assign. See: Managing Properties, page 3-13.

• Set up customer names and sites. If you have Oracle Receivables installed, use theFind/Enter Customers window. See: Entering Customers, Oracle Receivables User'sGuide.

Rules Controlling Customer Space AssignmentThe rules controlling automatic customer assignment are as follows:

If there is another lease for the same location with overlapping dates, the system will notallow you to save this record unless the location or dates are changed.

If the Automatic Space Distribution system option is set to Yes, the space assignment iscreated according to the following rules:

• If there are overlapping assignments for different customers in the same location, youcan select whether or not to automatically allocate the assignments by selecting thefollowing:

• Yes: The space is shared and the assignment is automatically allocated.

• No: The system will not save the changes.

• If there is one overlapping assignment in the location for the same customer, theexisting assignment is updated.


• If the same customer has more than one overlapping assignments in the location, anerror will be generated and the space assignment will not be allocated.

If the Automatic Space Distribution system option is set to No, the space assignment iscreated according to the following rules:

• If there are overlapping assignments for different customers in the same locationwhich contains vacant space, the space assignment is automatically allocated usingthe remaining area.

• If there are overlapping assignments for different customers in the same locationwhich contains no vacant space, you can control whether or not to automaticallyallocate the assignments by selecting the following:

• Yes: The assignment is automatically created, but contains no allocated space.

• No: The system will not save the changes.

• If there is one overlapping assignment in the location for the same customer, theexisting assignment is updated.

• If the same customer has more than one overlapping assignments in the location, theprocess will error and the space assignment will not be automatically allocated.

Related TopicsLocations Tabbed Region, page 4-96

MilestonesSome lease administration processes require you to make decisions and take actions atspecific times during the course of the lease. In Oracle Property Manager you can setup milestones that correspond to these required actions. You can then keep track of thedecisions and actions that are required, and handle them on a timely basis. If you haveinstalled Oracle Alert, you can set up an automatic notification system that will informusers of milestones according to a schedule you create in Property Manager.

Milestone information includes the type of milestone, the name of the user responsiblefor acting on the milestone, the date by which the action must be taken, and the scheduleaccording to which user notification will take place.

You can create milestones for each element of the lease that requires you to take someaction during the life of the lease. Each of these lease elements has its own tabbedregion in the Leases window.

• Details Milestones can alert you to an upcoming lease termination date.

• Insurance Milestones can indicate when an insurance payment is due, and when aninsurance policy needs to be renewed.

• Options Milestones can notify you that the period of time during which you canexercise an option is nearing.

• Payments Milestones can remind you to set up payment items and scheduledpayments, and to export schedule payments to your accounts payable application.

• Billings Milestones can remind you to create invoices and scheduled billings, and toexport billings to your Accounts Receivables application.

Leases 4-13

Related TopicsSetting Up Milestone Templates and Milestones, page 4-14

Setting Up Milestone Templates, page 4-15


Milestone Types OverviewYou can define different types of milestones to address the various lease events thatwill require action. Milestone types are user-defined lookups. After you enter thesemilestone types in the Lookups window, you can use the tabbed regions of the Leaseswindow to associate milestones with a specific lease feature or aspect of the lease. Somecommon milestone types are:

• Insurance, for renewal of policies and payment of premiums.

• Lease options, for renewal or early termination of the lease.

• Lease payment and billing terms, for the timely creation and payment of invoices.

Milestone Templates OverviewA milestone template is a group of milestone types and users that you collect togetherunder a single milestone template name. Each item that you list in the templateconsists of a milestone type, the name of the primary user, and, optionally, notificationscheduling information.

The milestone template identifies one or more users who should be notified of particularmilestones, so that they can take the appropriate action. Using a milestone templatesaves you the trouble of having to redefine milestone responsibilities every time youabstract a lease, by enabling you to group together milestone types and users that youcommonly apply to your leases. With milestone templates, you can associate a definedgroup of milestone types and users with each lease, rather than having to associate eachindividual member of the group with the lease, one at a time. You can also assign theresponsibility for taking action on a milestone to one user or to a group of users.

When you design a milestone template, you can associate milestone types with users inthree ways:

• One milestone type can be associated with one user.

• Multiple milestone types can be associated with one user, when that user has theresponsibility for those milestones.

• Multiple users can be associated with one milestone type, when it is necessary forone user to provide backup for another.

Related Topics



Setting Up Milestone Templates and MilestonesThis discussion includes the following topics:

• Setting Up Milestone Templates, page 4-15


• Setting Up Milestones, page 4-15

Setting Up Milestone TemplatesPrerequisite:

• In the Lookups window define values for milestone types and primaryusers. See: Lookups, page 2-8.

To set up milestone templates:

1. Navigate to the Milestone Templates window.

2. In the Name field, enter the name of the milestone template you are creating. Enter atemplate name that indicates the contents of the template so it will be clear todifferent users.

3. In the Description field, you have the option of entering a description ofthe template, which can provide additional information for other users. Forexample, your description might state: "These payment milestones are only usedwith net leases."

4. In the Type field, enter a type of milestone that is appropriate to this template.

5. In the Primary User field, enter the name of the user who will have primaryresponsibility for taking action on the corresponding milestone type.

6. In the Lead Days field, enter the estimated number of days that will be required tocomplete the milestone type you entered.

7. In the Frequency field, enter the number of days that you want to elapse from oneuser notification to the next.

8. Save your work.

Setting Up MilestonesPrerequisite:

Leases 4-15

• In the Lookups window define values for milestone types and primaryusers. See: Lookups, page 2-8.

To set up milestones:

Note: If you are currently entering lease information in an active Leaseswindow, proceed to Step 3.

1. Navigate to the Leases window.

2. Perform a query to retrieve the lease for which you want to enter milestones.

3. Navigate to the tabbed region for the lease element for which you want to set upmilestones. You can set up milestones in these tabbed regions:

• Details

• Insurance

• Options

• Payments/Billings

4. Choose the Milestones button.

5. If you have previously set up a milestone template that includes the milestone typesand users that you want to associate with this lease element, select the TemplateName.

Note: If the milestone template you entered includes all themilestone types and users you want to enter, proceed to Step 8.

6. Select the milestone type you want to associate with this lease element.

7. Select the name of the user who will be responsible for taking action on theassociated milestone type.

8. In the Action Due Date field, enter the date by which the action required by themilestone must be taken.

9. If the Lead Days field is blank, enter the estimated number of days that will berequired to complete the specified milestone type.

10. If the Frequency field is blank, enter the number of days that you want to elapsefrom one user notification to the next.

11. Repeat Steps 6 through 10 if you need to enter additional milestone types and users.

12. Save your work. The start date is automatically calculated by the system based onthe Action Due Date and the Lead Days.

Using Property Manager for Account DefaultingProperty Manager allows you to pass revenue and expense distribution lines directly toGeneral Ledger. Property Manager uses the Transfer Normalized Expense and Revenueto GL concurrent program to transfer expense and revenue accounting entries to OracleGeneral Ledger.


For billings, you set the PN: Export Distributions to Receivables system option toindicate the level of accounting you want Property Manager to perform. You can set theprofile option to one of the following values:

• All Terms: The General Ledger accounting information is required for all terms. Thisvalue is the default.

• Normalized Terms Only: The General Ledger accounting information is requiredonly for normalized terms.

• None: Property Manager does not provide accounting information, and the GeneralLedger accounting information is optional.

For Property Manager to perform accounting correctly for normalized payments, youneed to specify the following accounts in the Accounts Distribution tabbed region of theTerm Details window:

• Expense

• Liability

• Accrued Liability

For Property Manager to perform accounting correctly for normalized billings, youspecify the following accounts:

• Revenue

• Receivable

• Accrued asset

To set up accounting distributions for payments:

1. In the Payments tabbed region of the Lease window, choose the Open button.

Leases 4-17

2. From the Term Details window, navigate to the Accounts Distribution tabbed region.

3. Specify the account classes and GL accounts as follows:

For normalized terms, specify at least one General Ledger account for each accountclass (Expense, Liability, and Accrued Liability).

For non-normalized terms, specify at least one General Ledger account and one forthe Expense account class. If a liability account has not been defined at the paymentterm level, Property Manager uses the default liability account setup for the supplierand supplier site in Payables.

Note: If these accounts have been defined in the Details tabbedregion on the Lease window, Property Manager automaticallydefaults these accounts to the term. For non-normalized terms, at aminimum you need to define the Expense account. If you used aterm template at the Lease Details level, the accounts you entered inthe Details tabbed region override any accounts defaulted from theterm template. See: Payment and Billing Term Templates, page 4-37.

To set up accounting distributions for billings:1. In the Billings tabbed region of the Lease window, choose the Open button.

2. From the Term Details window, navigate to the Accounts Distribution tabbed region.

3. Specify the account classes and GL accounts according to the value you set for thePN:Export Distributions to Receivables profile option:

All Terms: For normalized terms, you must specify one General Ledger account foreach account class (Receivable, Revenue, and Accrued Asset). For non-normalizedterms, you must specify a Revenue and Receivable account.

Normalized Terms Only: You must specify a Receivable, Revenue, and AccruedAsset account for normalized terms. No General Ledger Account information isrequired for non-normalized terms. However, if you enter a Receivable account, youmust also enter a Revenue account. Likewise, if you enter a Revenue account, youmust also enter a Receivable account.

None: No General Ledger accounting information is required. If you choose toenter any accounting information for normalized terms, you must enter all threeaccounts (Receivable, Revenue, and Accrued Asset). If you choose to enter anyaccounting information for non-normalized terms, you must enter both a Revenueand Receivable account.

Note: If these accounts have been defined in the Details tabbedregion on the Lease window, when you navigate to the AccountsDistribution tabbed region, Property Manager automaticallydefaults these accounts to the term. If you used a term templateto define the lease, the accounts you entered in the Detailstabbed region override any accounts defaulted from the termtemplate. See: Payment and Billing Term Templates, page 4-37.

Expense and Revenue Recognition ProcessYou can transfer revenue and expense distribution lines directly to General Ledger.


Oracle Property Manager uses the Transfer Normalized Expense and Revenue to GLconcurrent program to transfer expense and revenue accounting entries to OracleGeneral Ledger.

This section contains the following topics:

Accounting for Tenants, page 4-19

Accounting for Landlords, page 4-21

Transferring Normalized Expense and Revenue to General Ledger, page 4-23

Sub-Ledger Drilldown View, page 4-24

Accounting for TenantsProperty Manager uses the following GL account classes when defining normalizedpayment terms:

• Expense

• Liability

• Accrued Liability

You can use the Transfer Normalized Expense and Revenue to GL concurrent program totransfer expense lines to General Ledger directly. There are no expense lines transferredto Payables. The accounts that are effected in this process are the Expense and AccruedLiability. Liability accounting lines are processed through Payables.

Example

Consider a 12-month lease, with the first month being rent-free. The rent is $1000 permonth. Real estate rules (FASB 13) require that this rent be normalized (or straight-lined)across the entire lease term.

The table below illustrates the monthly amounts for the tenant:

Leases 4-19

Period Liability(CR)

Liability(Balance)

Expense(DR)

Expense(Balance)

AccruedLiability(DR)

AccruedLiability(CR)

AccruedLiability(Balance)

JAN-02 0 0 916.67 916.67 0 916.67 (916.67)

FEB-02 1000 (1000) 916.67 1833.34 83.33 0 (833.34)

MAR-02 1000 (2000) 916.67 2750.01 83.33 0 (750.01)

APR-02 1000 (3000) 916.67 3666.68 83.33 0 (666.68)

MAY-02 1000 (4000) 916.67 4583.35 83.33 0 (583.35)

JUN-02 1000 (5000) 916.67 5500.02 83.33 0 (500.02)

JUL-02 1000 (6000) 916.67 6416.69 83.33 0 (416.69)

AUG-02 1000 (7000) 916.67 7333.36 83.33 0 (333.36)

SEP-02 1000 (8000) 916.67 8250.03 83.33 0 (250.03)

OCT-02 1000 (9000) 916.67 9166.70 83.33 0 (166.7)

NOV-02 1000 (10,000) 916.67 10,083.37 83.33 0 (83.37)

DEC-02 1000 (11,000) 916.63* 11,000 83.37 0 0

TOTAL (11,000) 11,000 0

* Oracle Property Manager applies rounding differences to the last period calculatedamounts.

For the month of JAN-02

Since the cash amount is $0, an invoice will not be created in Oracle Payables. Thedistribution lines for the month of JAN-02 can now be transferred to General Ledgerusing the Export Normalized Expense and Revenue Lines concurrent process. Thefollowing table shows the accounting entries that are created in General Ledger:

Account Debit Credit

Expense 916.67

Accrued Liability 916.67

For the month of FEB-02

You need to process the liability amount through Payables and the expense lines throughGeneral Ledger. As illustrated in the following table, the header in Payables shows aliability of $1000 and a line for accrued liability of $1000, indicating a credit of $1000 tothe Liability account and a debit of $1000 to the Accrued Liability account.


Invoice Header Liability = $1000

Distribution Line 1 Accrued Liability = 1000

The distribution lines passed by Property Manager to General Ledger would be asillustrated in the following table:


Expense 916.67

Accrued Liability 916.67

Accounting Rules

• You need to approve the schedule before passing the account line to General Ledger.

• In cases where a liability line needs to be passed to Payables, you need to export theliability line to Payables before you can submit the Transfer Normalized Expenseand Revenue to GL concurrent program.

Accounting for LandlordsProperty Manager uses the following GL account classes when defining normalizedpayment terms:

• Revenue

• Receivable

• Accrued Asset

You can use the Transfer Normalized Expense and Revenue to GL concurrent program totransfer revenue lines to General Ledger directly. There are no revenue lines transferredto Receivables. The accounts that are effected in this process are the Revenue andAccrued Asset. Receivable lines are processed through Receivables.

Example

You have a 12-month lease, and the first month is rent-free. The rent is $1000 permonth. Real estate rules (FASB 13) require that this rent be normalized (or straight-lined)across the entire lease term.

The table below illustrates the monthly amounts for the tenant:

Leases 4-21

Period Receivable(DR)

Receivable(Balance)

Revenue(CR)

Revenue(Balance)

AccruedAsset(DR)

AccruedAsset(CR)

AccruedAsset(Balance)

JAN-02 0 0 916.67 (916.67) 916.67 0 916.67

FEB-02 1000 1000 916.67 (1833.34) 0 83.33 833.34

MAR-02 1000 2000 916.67 (2750.01) 0 83.33 750.01

APR-02 1000 3000 916.67 (3666.68) 0 83.33 666.68

MAY-02 1000 4000 916.67 (4583.35) 0 83.33 583.35

JUN-02 1000 5000 916.67 (5500.02) 0 83.33 500.02

JUL-02 1000 6000 916.67 (6416.69) 0 83.33 416.69

AUG-02 1000 7000 916.67 (7333.36) 0 83.33 333.36

SEP-02 1000 8000 916.67 (8250.03) 0 83.33 250.03

OCT-02 1000 9000 916.67 (9166.70) 0 83.33 166.70

NOV-02 1000 10,000 916.67 (10,083.37)

0 83.33 83.37

DEC-02 1000 11,000 916.63* (11,000) 0 83.37 0

TOTAL 11,000 (11,000) 0

* Oracle Property Manager applies rounding differences to the last period calculatedamounts.

For the month of JAN-02

Since the cash amount is $0, a transaction will not be created in Oracle Receivables. Thedistribution lines for the month of JAN-02 can now be transferred to General Ledgerusing the Export Normalized Expense and Revenue Lines concurrent process. Thefollowing table shows the accounting entries that are created in General Ledger:


Revenue 916.67

Accrued Asset 916.67

For the month of FEB-02

You need to process the receivable amount through Receivables and the revenue linesthrough General Ledger. As illustrated in the following table, the header in Receivablesshows a receivable amount of $1000 and a line for accrued assets of $1000, indicatinga debit of $1000 to the Receivable account and a credit of $1000 to the Accrued Assetaccount.


Invoice Header Receivable = $1000

Distribution Line 1 Accrued Asset = 1000

The distribution lines passed by Property Manager to General Ledger would be asillustrated in the following table:


Revenue 916.67

Accrued Asset 916.67

Accounting Rules

• You need to approve the schedule before passing the accounting line to GeneralLedger.

• In cases where a receivable line needs to be passed to Receivables, you need to exportthe receivable line to Receivables before you can submit the Transfer NormalizedExpense and Revenue to GL concurrent program.

Transferring Normalized Expense and Revenue to General Ledger

To generate Oracle Property Manager journal entries:

1. In the Submit Request window, select the request Transfer Normalized Expenseand Revenue to GL.

2. In the Parameter window, enter the parameters for the following:

• Journal Category: You must select the journal category for the export to GeneralLedger. The selections for this required field include the following:

• All: All revenue and expense items are included.

• PM Expenses: Only expense items are included.

• PM Revenue: Only revenue items are included.

• Default GL Date: The date specified in this field is used if the GL period towhich the transaction is being posted is closed.

• Schedule Start / End Date: Optionally restrict the transfer to a schedule daterange. Leaving the fields blank will include all schedule dates.

• Lease Number Low / High: Optionally restrict the transfer to a lease numberrange. Leaving the fields blank will include all lease numbers.

• Period Name: Optionally enter the period name.

• Supplier Name: Optionally enter the name of the supplier.

• Customer Name: Optionally enter the name of the customer.

• GL Transfer Mode: You must select the transfer mode of the export to GeneralLedger. The selections for this required field include the following:

Leases 4-23

• In Detail: All the items transferred individually and include all the availabledata for each item.

• Summarize by Accounting Date: The items transferred are summarizedby accounting date.

• Summarize by Accounting Period: The items transferred are summarizedby accounting period.

• Submit Journal Import: Selections include: Yes and No. Choosing Yeswill also execute the GL journal import and create an unposted GL journalentry. Required input.

3. Choose Submit to submit your request. You can review the status of your request inthe Request window.

Sub-Ledger Drilldown ViewFrom Oracle General Ledger, you can drill down to subledger details from the AccountInquiry, Enter Journals, or View Journals windows for journals that have specificjournal sources assigned to them. For example, if a journal source is Oracle PropertyManager, you can drill down to the transaction details in Oracle Property Manager.

When you drill down from Oracle General Ledger, the Oracle Property Manager Expensewindow will open for expenses or the Oracle Property Manager Revenue windowwill open for revenue items. When the window opens, the following informationis displayed:

• Rent Purpose

• Rent Type

• Account

• Entered Currency

• Entered Debit

• Entered Credit

• Debit (USD)

• Credit (USD)

• Supplier or Customer

• Supplier or Customer Site

Customizing the Drilldown Windows

The drilldown window is a folder. You can easily customize the information that isdisplayed in the window, as described in the Oracle Applications User’s Guide.

See: Customizing the Presentation of Data in a Folder, Oracle Application User's Guide.

Following is a list of all the hidden columns that you may choose to display:

• Accounting Date

• Currency Conversion Type

• Currency Conversion Date

• Currency Conversion Rate


Following is a list of all the columns that can be sorted:

• Rent Purpose

• Rent Type

• Line Type

For the columns above, sorting can be done by ascending or descending order.

Payments and Billings OverviewOracle Property Manager includes two features that you use to manage financialtransactions for your property. You manage payment schedules to suppliers with thepayments feature, and you manage billing schedules to customers with the billingsfeature. You set up both types of transactions in Property Manager, then you exportthe transaction information to Oracle Payables or Oracle Receivables as shown in thefollowing table:

Function Payments Billings

Application that PropertyManager Integrates With

Oracle Payables Oracle Receivables

Trading Partner Type Supplier Customer

Transaction Examples - Rent to Landlord

- Taxes

- Operating expenses

- Insurance

- Rent from Tenant

Transaction Identifier Invoice number Transaction number

Lease Class Direct Third party or Sublease

Interface Mechanism Payables Open Interface Receivables Auto Invoice

Note: The lease class that you select determines whether the paymentsfeature or the billings feature is enabled. You enable the paymentsfeature by selecting the Direct lease class. You enable the billings featureby selecting either the Third party or the Sublease lease class.

Each of these features enables you to set up financial transactions that can occur atany time during the life of the lease. The transactions can take place one time only, orthey can be recurring transactions that take place according to a schedule that youdetermine. For example:

• One-time-only transactions can include security deposits and certain types ofoperating expenses.

• Recurring transactions can include rent and taxes. You can create terms withfrequencies of monthly, quarterly, semi-annual, and annual.


Leases 4-25

• The Payments and Billings Processes, page 4-26

• Transaction Terms, page 4-27

• Payment and Billing Events and Schedules, page 4-32

• Authorized Schedule Events, page 4-33

• Payment and Billing Items, page 4-34

• Prepayments, page 4-77

• Deferred Payments and Billings, page 4-35

• Integration With Oracle Payables and Receivables, page 4-36

Related TopicsSetting Up Payments, page 4-39

Setting Up Billings, page 4-51

The Payments and Billings ProcessesWhen you are setting up payment and billing information, each step in the process is aseparate task. After you complete a step, you can immediately continue on to the nextstep, or you can stop the process at that point, and return to the next step at a latertime. You can set up the terms and schedules for payments or billings when you firstabstract the lease, or at any time thereafter.

Note: Before creating payments and billing, you need to set up suppliersand customers.

See: Suppliers, Oracle Payables Users's Guide and Enter Customers,Oracle Receivables User's Guide.

The process of creating payments or billings consists of four basic steps:

1. You enter the terms of the transaction in the Payments or Billings tabbed region ofthe Leases window. See: Entering Payment Information, page 4-40 and EnteringBilling Information, page 4-51.

2. After a lease is finalized, Property Manager creates a payment or billingschedule, made up of individual schedule events, grouping lease payments/billingsby schedule date.

3. You authorize schedule events in the Authorize Payments or Authorize Billingswindow. See Authorized Schedule Events, page 4-33.

4. You export payment or billing items to Oracle Payables or Oracle Receivables, usingthe Export Payments to Payables or Export Billings to Receivables window. Youcannot export terms that belong to unapproved schedules. See: ExportingPayment Items to Oracle Payables, page 4-48 and Exporting Billing Items to OracleReceivables, page 4-62.

Note: You can also prepay or defer a payment or billingitem. See: Prepayments, page 4-77 and Deferred Payments andBillings, page 4-35.


Payment/Billing TermsYou enter the terms of the transaction in the Payments or Billings tabbed region of theLeases window. Oracle Property Manager uses the information you enter to generatepayment or billing schedules and scheduled events.

Your sources for transaction term information are:

• The lease.

• Documents covering ancillary agreements related to the lease, such as insurancepolicies and contracts with contacts.

• Your organization’s business processes, which will determine what values youenter in certain fields, such as:

• The account number to be charged for the payment or credited for the billing.

• The purpose you assign to the transaction.

In the Payments or Billings tabbed region of the Leases window you enter detailedinformation about the transactions you are setting up. This information includes:

• The term template to be used for the transaction. This field is not required and anyterms defaulted into the lease can be modified. If a term template has been definedat the Lease Details level, the same term template is defaulted in this field. You canchange the term template at the payment level as well.

• The location of the transaction. You can enter any valid location.

• The purpose of the transaction. You can enter the same purpose in more than onetransaction. For example, you may enter two payment terms that both have rentas their purpose, if the first term covers a different time period than the secondterm. This is a user-defined lookup.

• The type of transaction. The transaction type indicates the origin of the payment orbilling item. For example, for the Rent payment purpose the payment type may bebase, direct, escalation, or abatement. This is a system-defined lookup.

• The Frequency with which payments or billings are to be made. You canset up recurring payments or billings by entering a frequency value ofweekly, monthly, quarterly, semiannually, or annually. You also use the Frequencyfield to set up a one-time-only payment or billing.

• Whether or not the payment/billing is normalized.

• The Schedule Day on which schedules should be created. You can enter a numberbetween 1 and 28. The number you enter is the day of the month on which scheduleswill be created. The schedule day you enter defaults to the transaction date in OracleReceivables and the invoice date in Oracle Payables.

• The Area Type used in the of the term details. See: Using Area Type, page 4-28

• The Start Date and End Date of the transaction period. For normalized terms thetransaction period start date cannot be earlier than the commencement date of thelease and the transaction period end date cannot be later than the termination date ofthe lease. This restriction does not apply to terms that are not normalized. The startdate and end date default to the lease commencement and lease termination dates.

• The name of the Supplier, and the Supplier Site, to whom the payment is made, orthe name of the Customer and Customer Site to whom the billing is made. This

Leases 4-27

information comes from the list of suppliers in Oracle Payables, or the list ofcustomers in Oracle Receivables.

See: Suppliers, Oracle Payables User's Guide and Customers Overview, OracleReceivables User's Guide.

• The amount of each scheduled payment or billing. If you know the exact amountof the payment or billing, you can enter it as the actual amount. If you do notknow the exact amount, you can enter an estimated amount. For example, whenyou are scheduling payments for taxes or utilities, you may be able to estimate theamount of the payment based on previous payments. Later, when you know theactual amount, you can enter it. You cannot enter estimated amounts for normalizedterms. You can also enter an annual/area amount. If you enter an annual/areaamount, Property Manager calculates the actual amount.

Related Topics

Payments and Billings Overview, page 4-25


Using Area Type in Term DetailsThe value in the Area Type field determines the source of the value for the Area fieldin the Payment or Billing Term window. The value in the Area field is then used inconjunction with the Annual/Area field to calculate the actual amount. See LocationsTabbed Region, page 4-96.

The Area Type field contains a drop down list with eight available values. Six of theeight drop-down values refer to fields on the Locations tab of the lease, and whenthe user selects one of these, the system populates the Area field with the value inthe corresponding field on the locations tab. If the value in the corresponding field isnull, the user is prompted by the system to populate the field in the Locations tab firstbefore selecting that value. These six values are:

• Lease Rentable Area

• Lease Assignable Area

• Lease Usable Area:

• Location Rentable Area: The default value of the Area Type field.

• Location Assignable

• Location Usable Area

Note that the Location Rentable Area, the Location Assignable Area, and the LocationUsable Area can change over time. When one of these three values is selected for AreaType, the Area field is populated with its value as of the start date of the paymentterm. The remaining two dropdown values are described below:

• Other: Selecting a value of Other indicates that you want to manually enter a valuein the Area field of the Term Details window. You can directly update the value inthe Area field only if the value of Other was selected in the Area Type field.

• Null: Selecting a value of null is used if the term is not based on an areameasure. Values cannot be entered into the Area or Annual/Area fields.


If there is no location tied to the term, the default value for Area Type will be Null. Ifthere is a location, the default value is Location Rentable Area.

Specifying Area Type with No Location Area

If the value selected in the Area Type field is Lease Rentable Area, Lease Usable Area, orLease Assignable Area, and the system does not find a value for the corresponding areafield in the Locations tabbed region, you will be prompted to enter a value for thecorresponding area field in the Locations tabbed region before proceeding. To saveentries you have already made, select the value of Other and save the record. Then go tothe Locations tabbed region and enter a value for the corresponding lease area. Thenreturn to the Term Details window via the Payment or Billings tabbed region and selectthe desired value for area type.

If the value of the Area Type field is changed again, the system will not do anyvalidations and will allow the change. The system will only ensure that the value changein the Area Type field is reflected in the Area and Annual/Area fields. The change is notreflected in the actual amount of a finalized or draft lease.

Changing Area Type in Draft and Final Leases

Draft Leases

In a draft lease, after the payment or billing term has been entered and saved, you canchange the value of the Area Type field. This will change the Area and Annual/Areafield amounts. If you change the value of the Area Type field to Other, the value in theArea field will be erased, and the Annual/Area field will become null. If the Area Typefield is changed to Null, the Annual/Area and the Area fields become blank or null. Nochanges will occur to the actual amount of a billing or payment term as a result ofchanges in the Area Type field or corrections to the area of locations. For a draft lease, achange in the location area of a space definition will not affect the previously createdterms or their associated area values. The terms created after a change in the locationarea of a space definition reflect the new changed area value.

Final Leases

In a final lease, the Area Type fields are updateable, and changes to the value of the AreaType field will only change the Annual/Area field. A change in the area of a locationwill be reflected in any new terms created in the Payment or Billings tabbed region. Theterms created before the change will still display the previously created area values.

Currency Conversion for Billing and Payment Term AmountsYou can enter billing or payment amounts for lease terms in currencies other thanyour functional currency. Property Manager converts entered amounts based on theconversion rate type specified in the Currency Conversion Type system option. Ifno conversion rate type is specified in the system option, Property Manager usesthe conversion rate type associated with the functional currency and enabled in theReporting Currencies window. If the functional currency conversion rate type is differentthan the conversion rate type specified in the system option, Property Manager used therate type specified in the system option.

Leases 4-29

In addition, the daily rates for the conversion rate type specified in the system optionmust be available for the transactional currency used in the billing or payment term inorder for you to approve a billing or payment schedule.

For example, the functional currency for Company A is Pounds Sterling (GBP). TheCurrency Conversion Type system option is set to Corporate. A billing term is added toa lease with a transactional currency of Euro (EUR). The lease is monthly and effectivefrom January 1, 2002 to December 31, 2002. The lease is finalized and twelve billingschedules are generated. The Daily Rates table does not contain any conversion rates forEuros and Pounds Sterling for any dates in 2002. You will not be able to approve thebilling schedule for January or any other month in 2002.

To setup currency conversion:

1. Specify the conversion rate type in the Currency Conversion Type system option.

Note: If you do not specify a rate type in the profile option, youmust add the functional currency and conversion rate type in theReporting Currencies window.

2. Enable the transactional currency, if not already enabled. Enter the currency codeand conversion rate type, in the Reporting Currencies window.

To enter conversion rates manually:

1. Select User for the conversion rate type specified in the Currency Conversion Typesystem option.

2. When adding a term to a new lease or editing or amending an existing lease, enterthe actual amount for the new term and the currency. In the Rate field, enter theconversion rate.

Payment Schedule Details and Billing Schedule Details

Property Manager displays both the transactional and functional currency amounts for abilling or payment transaction in the Billings or Payment Schedule Details window. Thetotal amount for the schedule is always displayed in the functional currency. In theBilling Items or Payment Items region of the window, the transactional and functionalcurrency amounts for each schedule item are both displayed. The amount displayedin the Actual field is in the transactional currency and the Accounted field shows thefunctional currency amount. The transactional currency and conversion rate are alsoshown for each item. The following standard reports show transactions (billing orpayment items for a lease) in both transactional and functional currencies: Rent ScheduleDetails Report, Receivables Detail Report, Receivables Summary Report, Rent ScheduleExport Report, and the Lease Abstract Report.

Converting Currency Amounts

When you enter a payment or billing item in a currency other than the functionalcurrency, Property Manager compares the transaction date to the system date todetermine the rate to use to convert actual amounts to functional currency amountsfor payment or billing schedule items.

• If the transaction date of the schedule item is the system date or earlier, PropertyManager calculates the accounted amount using the currency conversion rate ineffect on the date of the transaction.


• If the transaction date of the schedule item is after the system date, PropertyManager calculates the accounted amount using the currency conversion rate ineffect on the system date.

Property Manager converts item amounts from transactional to functionalcurrency, based on the rules above, when you generate payment or billing schedules. Youwill see the functional currency amount displayed in the Accounted field in the PaymentSchedule Details or Billing Schedule Details window. The accounted amount is subjectto change, if the conversion rates change, until the payment or billing schedule isapproved. Upon approving a schedule, the accounted amount is recalculated based onthe transaction date and system date at that time and can no longer change.

For example, Lease B is created with one payment term.

• The lease begins on January 1, 2002 and ends December 31, 2002.

• Rent is $500 Australian (AUD) dollars a month.

• The functional currency is US dollars (USD).

• The conversion rate type is Daily.

• The system date is January 15, 2002.

• The daily rates for converting Australian dollars (AUD) to US dollars (USD) are:

• 0.51 on January 1, 2002

• 0.52 on January 15, 2002

• 0.53 on February 15, 2002

The lease is created and finalized on January 1, 2001. The draft payment scheduledetails show the following accounted amounts:

• For the JAN-2002 schedule, the accounted amount is $255 USD ($500 * 0.51). Theconversion rate effective on the transaction date is used to calculate the accountedamount because the transaction date is earlier than the system date.

• For the FEB-2002 schedule, the accounted amount is $260 USD. The conversion rateeffective on the system date, 0.53 as of January 15, 2002, is used to calculate theaccounted amount because the transaction date is later than the system date.

Approval Rules for SchedulesWhen Oracle Property Manager first generates the scheduled event, its status isDraft. You approve an event by changing its status to Approved and saving yourwork. The approval takes effect when you save your work. You can change thepayment/billing terms for an item in an approved schedule. This change is incorporatedinto all unexported items belonging to that term.

Once you have approved a schedule, you can no longer change the schedule date forthat schedule. You can change the status of an approved schedule back to draft status, aslong none of the items belonging to that schedule have been exported. If you change aschedule to Draft status, you can change the transaction date.

If you place a schedule on hold, you cannot approve it. You must uncheck the On Holdcheck box and change the status to approve it.

Leases 4-31

A schedule must contain an actual amount before you can approve it. If there is anestimated amount, Property Manager populates the Actual Amount field with thisamount, and you can approved the schedule.

You can approved a schedule even if there are earlier schedules that are in draft status orare on hold. In other words, if the schedule for 01-Jan-01 has a status of draft, you canstill approve the schedule for 01-Feb-01. You can create a new payment or billing termeven if there are approved schedules that post date the start date of this term.

Payment and Billing Events and SchedulesWhen you change the lease status from draft to final and save the lease after entering thetransaction term information, Oracle Property Manager begins a concurrent processthat generates either a payment schedule or a billing schedule. When the concurrentprocess is complete you can view the schedule in the Authorize Payments or AuthorizeBillings window.

Note: If the automatically generated concurrent process fails for somereason, you can resubmit it by navigating to Other:Run and submittingthe Schedules and Items concurrent process.

These schedules are usually lists of monthly schedule events. A schedule event is arecord that shows the total amount of money that is scheduled to be paid to allsuppliers, or billed to all customers on a specific date based on the terms of a specificlease. If a payment/billing schedule is normalized, a separate schedule event is createdfor each month starting with the commencement date of the lease and ending withthe termination date. If the payment/billing is not normalized, Property Managercreates only the schedules that are needed. For example, if a payment/billing isquarterly, Property Manager will create four schedules per year. If the same term isnormalized, Property Manager generates schedules for each month from the term startdate to the term end date. In this case, Property Manager would create a total of 12schedules, even though the term has a frequency of quarterly.

You can also manually create schedule events. You can create a scheduled eventmanually only if a schedule event with the same schedule date does not alreadyexist. See: Deferred Payments and Billings, page 4-35.

If a payment or billing is not normalized, and the frequency is other thanmonthly, Property Manager creates only the schedules that are needed. For example, if apayment or billing is annual, Property Manager creates only one schedule for the year. Ifa payment or billing is normalized, Property Manager creates a monthly scheduleto facilitate rent normalization.

Schedule Events

The payment or billing schedule event is derived from the terms entered for thepayments or billings in the Payments/Billings tabbed region of the Lease window. Theinformation in each schedule event includes:

• Lease name and number. A single schedule can include payment/billing eventsfrom one lease or from many leases.

• Schedule Date. By default the schedule date for each event is the first day ofthe month. If you want the schedule date to fall on a day other than the firstday of the month, enter that day of the month in the Schedule Day field in thePayments/Billings tabbed region of the Lease window.


• Approval status and name of approver. When you approve a payment scheduleevent, you approve for export to Oracle Payables all the individual payment itemsincluded in that event. When you approve a billing schedule event, you approvefor export to Oracle Receivables all the individual billing items included in thatevent. You can un-approve an approved schedule if there are no exported items. Youcannot approve a schedule that is on hold. You must uncheck the On Hold check boxand change the status to final before approving the schedule.

• Period name. This is the name of the general ledger monthly accounting period forthe payment or billing.

• Total amount. For payment events, this is the sum total of all payments, to allsuppliers, for all purposes, under one lease, for the specified month. For billingevents, this is the sum total of all billings, to all customers, for all purposes, underone lease, for the specified month.

One-Time Schedules

You can set up Property Manager to create one-time payment or billing schedules. To dothis, enter a Frequency of One Time in the Payments tabbed region of the Edit Leaseswindow. Specify the schedule date, which is the date on which the schedule shouldoccur. Enter the same date in both the Start Date and End Date fields.

Recurring Schedules

You can set up Property Manager to create recurring payments or billing schedules. Todo this, enter a Frequency of other than One Time in the Payments/Billings tabbedregion of the Edit Leases window. Specify the schedule date, which is the date on whichthe schedule should recur. You also need to enter an actual date. Enter the same date inboth the Start Date and End Date fields.

Authorized Schedule EventsWhen you authorize a payment or billing schedule event, you are approving all of theindividual items it contains for export to Oracle Payables or Oracle Receivables. Youcannot export items if the schedule that includes them has not been authorized. Beforeyou authorize a schedule event, you can change the supplier or customer name andsite, and the account, of any items that the event contains. You can choose the TermDetails button on the Payment/Billing Schedules Details window and make changesto the term to which the item belongs. These changes are reflected when you exporttransactions. You can also defer any of the individual items in the schedule to the nextschedule event. See: Deferred Payments and Billings, page 4-35.

To authorize a schedule, the schedule must contain an actual amount. If no actualamount was entered, the estimated amount is defaulted into the Actual Amount field onthe Payments or Billings tabbed region. You can change the defaulted actual amount ifthe payment or billing is not normalized. You cannot change the Actual Amount valueif the payment or billing is normalized.

You display schedules in the Authorize Payments or Authorize Billings window. Toselect different groups of events that you want to include in the schedule, you entersearch criteria in either the Find Payment Schedules or Find Billings Scheduleswindow. You can display any one of these groups of events in a single schedule:

• All events for one lease.

• All events for multiple leases that occur within a specified start and end date range.

Leases 4-33

• All events for multiple leases that have the same transaction period.

• All events that have been approved.

Related Topics


Searching for Information, Oracle Applications User's Guide

Payment and Billing Line ItemsWithin a schedule there are line items. A payment or billing item is the basic unit of thefinancial transaction process. It is a record of individual payment or billing items thatyou set up in a transaction term and that you can export to Oracle Payables or OracleReceivables. The Payment Schedule Details window and the Billing Schedule Detailswindow display all of the items that make up a single payment or billing schedule eventby schedule date. The upper region of the window shows information that identifies andpertains to the entire schedule event. The lower region shows detailed information thatpertains to each payment or billing item.

You can also create a new item in the Payment/Billing Schedule Details window. Thisitem must always have a frequency of one-time, and cannot be normalized. You can thechoose the Term Details button and enter term information.

The Transaction Date in Oracle Receivables and the Invoice Date in Oracle Payablesare the same as the Schedule Date in Property Manager. If you want to change theTransaction Date in the Payment/Billing Schedule Details window, you can override thedefault value by entering another date that falls within the same period.

In the Payment/Billing Schedule Details window you can defer individual paymentitems to the next schedule event. In the Billing Schedule Details window you can deferindividual billing items to the next schedule event. See: Deferring Payment Items, page4-50 and Deferring Billing Items, page 4-64.

You can also approve the entire Schedule Event by entering Approved in the Statusfield in the upper region of the window.

Payment/Billing Item Amount

To calculate the amount of each individual item, Oracle Property Manager refers backto the amount you entered in the Actual Amount field in the payment or billingterm. Based on that amount, Oracle Property Manager calculates a daily amountthat it then multiplies by the number of days in the interval that you specified in theFrequency field. This calculation produces the schedule item amount. This is neededwhen calculating prorated rent.

By calculating the item amount in this way, Oracle Property Manager can accommodateany of the various frequency intervals that you want to use, over a term period of anylength that you choose. For example, you may want to make semiannual payments overa payment term period that lasts ten months instead of a year. In that case the amount ofthe first payment will be calculated to cover six months, and the amount of the secondpayment will be calculated to cover four months.

When calculating payment or billing items for lease terms that have a frequency ofannual, semi-annual, or quarterly, Property Manager calculates the amounts based onthe start date of the term. For example, the lease term start date is January 15, 2002, theend date is December 31, 2002 the frequency is semi-annual and the amount is


$1,000. The proration rule is 365 Days/Year. Property Manager calculates the amountdue as follows: $1,000 due JAN-02 and $931.51 due JUL-02

Schedule Date Base Rent AccountExpense

Adjustment DeferredLiability

JAN-02 $1000.00 $160.96 ($839.04) ($839.04)

FEB-02 0 $160.96 $160.969 ($678.08)

MAR-02 0 $160.96 $160.96 ($517.12)

APR-02 0 $160.96 $160.96 ($356.16)

MAY-02 0 $160.96 $160.96 ($195.20)

JUN-02 0 $160.96 $160.96 ($34.24)

JUL-02 $931.51 $160.96 ($770.55) ($804.79)

AUG-02 0 $160.96 $160.96 ($643.83)

SEP-02 00 $160.96 $160.96 ($482.87)

OCT-02 0 $160.96 $160.96 ($321.91)

NOV-02 0 $160.96 $160.96 ($160.95

DEC-02 0 $160.96 $160.96 0

Related Topics

Integration With Oracle Payables and Receivables, page 4-36.


Deferring Payments and BillingsYou can defer individual payment and billing items from one schedule event to thenext if the status of the payment/billing event is Draft. If the status of the event isApproved, you cannot defer any items it contains.

Deferring a payment or billing item does not change any of the item’s terms, includingthe original transaction date. The deferred item, with its original transaction date, willappear as an item in the next schedule event, and the amount of the item will be addedto the new event’s total amount.

To defer a transaction item to a subsequent schedule event, in the Payment ScheduleDetails or Billing Schedule Details window highlight the specific item you want to deferand choose the Defer button.

Note: When you finalize and save financial transaction terms, in theEnter Leases window, Oracle Property Manager automatically creates amonthly schedule event for every month from the commencement tothe termination of the lease. If you want to defer an item from the finalmonthly schedule event that Property Manager created to an event that

Leases 4-35

is later than the termination of the lease, you must first manually createthe new schedule event by choosing the New button in the AuthorizePayments or Authorize Billings window. After you create the newevent, you can treat it as any other transaction event.

Early Termination

If you terminate a lease early, and there are payments/billings deferred to thenext period, a message appears notifying you that there are outstanding deferredpayments/billings, and that early termination is not allowed in the period for whichpayments/billings are already authorized.

Related Topics

Deferring Payment Items, page 4-50

Deferring Billing Items, page 4-64


Integration with Oracle Payables and ReceivablesAll payment and billing items that you approve can be exported to either OraclePayables or Oracle Receivables. To display approved items in the Export to Payables orExport to Receivables window, enter search criteria in the Find window. You can displaydifferent groups of approved items, for example:

• All transaction items for one lease.

• All transaction items for multiple leases that occur within a specified schedule ordue date range.

• All transaction items for multiple leases that have the same periodname, purpose, supplier name, or customer name.

• All transaction items that have an amount that falls within a specified amount range.

By default, each transaction item in an authorized schedule event will be set up forexport in either the Export to Payables or Export to Receivables window. You specify theitems that you do not want to export by unchecking the Export check box.

You can display transaction items that have been exported to Oracle Payables orOracle Receivables by checking the Exported box in the Find Payments window andthen entering search criteria. The Payments Exported to Payables or Billings Exportedto Receivables window then displays only payment or billing items that meet thesearch criteria and have been exported to Oracle Payables or Oracle Receivables. Youcan view payments or billings exported to Payables or Receivables by choosing theTransactions button on the Payments Exported to Payables or Billings Exported toReceivables window.

If you enter Projects information in the Term Details window, you cannot enter GeneralLedger account information since either the Projects rule or the General Ledger ruleshould determine the General Ledger account. For direct leases, if you enter Projectsinformation, you cannot enter either General Ledger account information or thedistribution set name. If you enter the distribution set name, you cannot enter eitherProjects or General Ledger account information.

For subleases/third party leases, General Ledger accounting information should beverified based on the user profile option PN: Export Distributions to Receivables.


• All Terms: If you set the PN: Export Distributions to Receivables profile option toAll Terms, the General Ledger accounting information is required. For normalizedterms, you must specify one General Ledger account for each account class(Receivable, Revenue, and Accrued Asset). For non-normalized terms, you mustspecify a Revenue and Receivable account.

• Normalized Terms Only: If you set the PN: Export Distributions to Receivablesprofile option to Normalized Terms Only, the General Ledger accounting informationis required only for normalized terms. You must specify a Receivable, Revenue, andAccrued Asset account for normalized terms. No General Ledger Accountinformation is required for non-normalized terms. However, if you enter aReceivable account, you must also enter a Revenue account. Likewise, if you enter aRevenue account, you must also enter a Receivable account.

• None: If you set the PN: Export Distributions to Receivables profile option toNone, General Ledger accounting information is required. If you choose toenter any accounting information for normalized terms, you must enter all threeaccounts (Receivable, Revenue, and Accrued Asset). If you choose to enter anyaccounting information for non-normalized terms, you must enter both a Revenueand Receivable account.

Note: If these accounts have been defined in the Details tabbedregion on the Lease window, when you navigate to the AccountsDistribution tabbed region, Property Manager automaticallydefaults these accounts to the term.

Payment and Billing Item Numbers

After you export a payment or billing item to Oracle Payables or Oracle Receivables, thesystem creates a unique number that is assigned to the item.

• When you export a payment item to Oracle Payables using the Payables OpenInterface Import, the system creates an invoice number that is assigned to the paymentitem. The invoice number is displayed in the Payments Exported to Payableswindow.

• When you export a billing item to Oracle Receivables, the system creates a transactionnumber that is assigned to the billing item. The transaction number is displayed inthe Billings Exported to Receivables window.

Related Topics

Setting Up Payments, page 4-39

Setting Up Billings, page 4-51


Payment and Billing Term TemplatesTo avoid entering identical information for multiple payment and billing terms, paymentand billing term templates can be created and associated to a lease. Payment or billingterm details can be created in the templates and used across multiple leases, variable rentagreements, and rent increase agreements.

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Once term templates have been created, they can be selected and associated to a leasefrom the Term Template field in the Details tabbed region of the Lease window. The listof values for the Term Template field contains all previously created term templates.

Payment Term Templates are created to default payment terms in direct leases. BillingTerm Templates are created to default billing terms in third party and subleases.

All term details are automatically defaulted through these templates and can bemodified at the payment and billing term levels from the Payments and Billings tabbedregions. When defining a term template, the Term Template Name field is the onlyrequired field.

Term templates defined in the Details tabbed region of the Lease window default to theindividual payment/billing term level and can be overwritten. Associating a differentterm template in the Details tabbed region automatically changes the default.

Along with leases, term templates can also be associated with rent increase and variablerent agreements.

Rules for Term Template DefaultingThe following rules apply to term template defaulting:

• You can enter GL Accounts information in two places. GL Accounts can be enteredin the Account Defaults region of the Details tabbed region in the Lease windowor in the Accounts Distribution tabbed region of the Term Template windows. GLAccounts information entered in the Details tabbed region takes precedence over GLAccounts entered in the Accounts Distribution tabbed region.

• The term template defined in the Details tabbed region of the Lease window isdefaulted in the Term Template field of the Payment/Billing tabbed region. Youcan change this default.

• A term template can be associated to a rent increase agreement or a variable rentagreement, provided that all relevant term information has been entered in thetemplate.


• If no term templates have been defined for a lease, a pre-defined term templateis defaulted in based on similarities to the existing lease’s combination ofPurpose, Type, and Location Code. If more than one similar term templates arefound, all will be displayed, with a prompt to select the most appropriate one. If noterm template is found similar in Purpose, Type, and Location Code, a template isdefaulted based on the defined Parent Location Code, with the same combinationof Purpose and Type.

To create a payment or billing term template:

1. Navigate to the Payment Term Template or Billing Term Template window usingone of the following paths:

Leases and Documents - Payments - Payment Term Template

Leases and Documents - Billings - Billing Term Template

2. The Find Payment or Billing Term Templates window appears. Click New.

3. In the Term region of the New Payment or Billing Term Template window, enterinformation for the new Term Template.

4. In the Pay or Bill tabbed region, enter supplier or customer and project informationfor the new template.

5. In the Accounts Distribution tabbed region, define all relevant GL accounts.

Note: In the case of a discrepancy, GL accounts defined in theDetails tabbed region of the Lease window take precedence over theGL accounts defined in the Term Template window.

To copy a payment or billing term template:

1. Navigate to the Payments or Billings tabbed region of the Lease window using thefollowing path:

Leases and Documents - Main Lease - Enter Leases and Documents

2. In the Payments or Billings tabbed region, select a new row under thepayment/billing term template to be copied.

3. From the menu, select the following:

Edit - Duplicate - Record Above

Note: This action will copy the payment/billing term above intothe new row. All fields are copied from the old term except theName and Amount fields. Each field can be modified to suit thenew payment or billing terms.

Setting Up PaymentsYou can set up payments that you export to Oracle Payables. Oracle Payables uses thepayment information to create and pay invoices.


• Entering Payment Information, page 4-40

• Entering Payment Term Details, page 4-42

Leases 4-39

• Creating Payment Schedules and Events, page 4-43

• Approving Payment Schedule Events, page 4-43

• Exporting Payment Items to Oracle Payables, page 4-48

• Deferring Payment Items, page 4-50

Entering Payment InformationPrerequisites:

• In Oracle Payables set up the suppliers to whom you want to makepayments. See:Suppliers, Oracle Payable User's Guide .

• In Oracle Property Manager enter lease details in the Leases window. Select Directas the lease class. See Abstracting a Lease, page 4-9.

To enter payment terms:

1. Navigate to the Leases window.

2. In the Term Template field in the Payments tabbed region, select the term templatefrom the list of values. If you selected a term template in the Details tabbedregion, the Term Template field defaults to the term template you selected in theDetails tabbed region. You can change the default value.

3. In the Payments tabbed region, select the location.

4. Select the purpose of the payment and the type of payment.

5. Select the frequency of payments. If you select One Time for the frequency, the startdate and end date must be identical.

6. If you want to normalize the payments, check the Normalize check box and ensurethat the payment start and end dates for the normalized term are within the startand end dates of the lease . For more information on normalizing payments, seeNormalizing Payments or Billings, page 4-65.


7. Enter the schedule day. This is the day of the month for which schedules should becreated. The schedule day must be between 1 and 28.

8. Enter the area type. See: Using Area Type, page 4-28

9. The start and end dates of the payment term defaults to the lease commencementand lease termination dates. For payments that are not normalized, the start date canbe earlier and the end date can be later than the commencement and terminationdates of the lease. For normalized payments, the start and end dates must be withinthe commencement and termination dates of the lease.

10. Select the supplier name and supplier site. This information is maintained inOracle Payables.

11. Enter the estimated amount of the payment if you do not know the actualamount. When you authorize the schedule in the Authorize Payments window, theestimated amount defaults to the actual amount.

Note: You cannot enter an estimated amount for a normalizedpayment.

12. Enter the actual amount of the payment. If you are setting up recurringpayments, this is the amount of each individual payment. You must enter thisamount if you do not enter an amount in the Annual/Area field, or if there is nolocation specified for the term. If you enter the actual amount, Property Managercalculates the annual/area amount.

Note: For information about converting payment amounts toyour functional currency, see Currency Conversion for Billing andPayment Term Amounts, page 4-29.

13. Enter a target date if the type of payment is Prepayment. The target date is the dateof a later scheduled payment event against which the prepayment will be applied.

14. Optionally enter the annual amount. If no location is specified, this field is disabled.

15. Enter the annual/area amount. You must enter this amount if you do not enter anamount in the Actual Amount field. If you enter the annual/area amount, PropertyManager calculates the actual amount.

To copy a payment term:

1. Navigate to the Payments tabbed region of the Lease window using one of thefollowing paths:


2. In the Payments tabbed region, select a new row under the payment term templateto be copied.



Note: This action will copy the payment term above into the newrow. All fields are copied from the old term except the Nameand Amount fields. Each field can be modified to suit the newpayment term.

Leases 4-41

Entering Payment Term DetailsWhen creating payment terms, you need to enter detailed payment term information inthe Term Details window. This information includes supplier information, paymentterms, tax information, and distribution set information.

To enter term details:

Note: You can default the values on the Term Details window by usinga term template.

1. Choose the Open button on the Payments tabbed region of the Lease window.

2. In the Pay tabbed region, enter the supplier name and supplier site. The suppliernumber defaults from the supplier name.

3. Optionally enter the payment term. If nothing is specified here, Property Manageruses the default terms specified for the supplier to calculate the due date.

4. Optionally enter the distribution set. For normalized terms, this field isdisabled, however, you do need to define all three General Ledger accounts(Liability, Expense, and Accrued Liability).

5. Optionally enter the tax group or tax code. These fields help determine the taxdistributions in Oracle Payables.

Note: These fields are mutually exclusive. You can a value for oneor the other, but not for both.

6. Optionally check the Tax Inclusive check box. For suppliers that have the CalculationLevel set to Header (tax is calculated based on header information) or None on theSupplier Sites window on Oracle Payables, the Tax Inclusive check box is disabled.


7. Optionally enter project information: project name, task, expenditure itemdate, organization, and expenditure type. For normalized terms, these fields aredisabled.

8. Save your work.

Creating Payment Schedules and EventsPrerequisite:

• Enter lease payment terms in the Payments tabbed region of the Leases window.

To create payment schedules and events:

• In the Approval Status field in the upper region of the Leases window select Finaland save your work. Oracle Property Manager automatically creates paymentschedules and payment events for the lease payment terms you entered.

Note: After you have changed the approval status to Final and savedyour work, you can make changes to the lease information either byediting the lease or by creating a lease amendment. See: Changesand Additions to the Lease, page 4-80.

Approving Payment Schedule EventsWhen you approve a payment event, all of the individual payment items in that eventare approved.

Prerequisites:

• Enter lease payment terms in the Payments tabbed region of the Leases window.

• Create a payment schedule by changing the status of the lease to Final and savingyour work.

To approve a payment event:

1. In the Authorize Payments window, select the specific payment schedule event thatyou want to approve. Choose the Details button to open the Payment ScheduleDetails window.

Leases 4-43

2. Optionally add any comments, such as special payment instructions. The commentsyou enter here will appear on the Rent Schedule Detail report.

3. Change the payment status of the payment schedule event from Draft to Final.

Note: If any schedules have been placed on hold, you will not beable to approve them. Also, the schedule must contain an actualamount or an estimated amount, which defaults to the actualamount. Otherwise, you will not be able to approve the schedule.


4. Save your work.

Note: If the details of a payment or billing term is changed throughthe Edit Lease, Amend Lease, or Terms Details window, you areprompted with the following message:

If you change the rate for this payment/billing term, it will affectall it’s items that belong to unapproved schedules. If you changeany other details for this term, it will affect all unexported itemsbelonging to this term. Do you want to proceed? You can chooseeither Yes or Cancel.

Grouping Payable InvoicesUse the Invoice Grouping functionality to include multiple payment items on oneinvoice. This can eliminate the redundancy of creating a transaction for each paymentitem and greatly decrease the number of payment transactions exported to OraclePayables. If you export payment items without using this feature, it results in the exportof each individual payment item as an individual invoice.

Note: In order for a payment item grouping to take place, the paymentgrouping rule must be created in Property Manager and specified for thedesired grouping level before exporting the payments to Payables.

You can create grouping rules to allow grouping of payment items based on variousinvoice attributes, such as supplier, transaction date, purpose, type, and others. Youcan apply grouping rules at various application levels to further tailor the groupingcharacteristics.

You can group Property Manager payment items based on the combination ofmandatory and optional grouping attributes. The mandatory grouping attributes arealways included in payable grouping rules. You can add optional attributes withthe mandatory attributes to create new grouping rules. To be included in a grouptransaction, a payment item must match all of the mandatory attributes as well as anyof the optional attributes included in the grouping rule.

Note: Property Manager can only group payment items that use thesame liability account number. If all the payment items that are to begrouped on an invoice do not have the same liability account CCID, thepayment items will be exported individually, and no grouping will beperformed.

Payment Item Grouping RulesYou can create payment item grouping rules by using the Invoice Grouping Ruleswindow in Property Manager. Property Manager groups the payment items basedon the combination of mandatory attributes pre-defined by the system and optionalgrouping attributes you specify. You can create different combinations of groupingattributes and assign a grouping name and description to each of the grouping sets. Theinvoice grouping name is unique across an org ID.

Mandatory Payable Grouping Attributes

Mandatory grouping attributes are similar to the mandatory AutoInvoice attribute setused in Oracle Receivables to group billing items. These attributes are pre-defined by

Leases 4-45

Property Manager and applicable to all payment items being grouped. The mandatoryattributes are not visible, but are always included in grouping rules.

For grouping to occur, the payment items must have the same mandatory attributes. Theset of mandatory grouping attributes includes the following invoice header attributes:

• Supplier

• Supplier Site

• Payment Terms

• GL Date

• Invoice Date

• Currency Code

• Exchange Rate

• Exchange Date

• Exchange Type

You can group payment items on mandatory invoice attributes by creating a groupingrule with no optional attributes. You can associate the grouping rule with a payment itemdirectly by specifying it for a payment item, or associate the grouping rule to a paymentitem indirectly by specifying it for a payment term, lease, or for a system option. If youuse mandatory attributes invoice grouping, payment items are grouped across leases.

Optional Grouping Attributes

In addition to mandatory attributes, Property Manager provides a set of optionalgrouping attributes. You can select any number of the predefined optional groupingattributes for invoice grouping, but the same attribute cannot be entered twice. To beincluded in a group transaction, a payment item must match all of the mandatoryattributes as well as all of the optional attributes included in the grouping rule. Use theInvoice Grouping Rules window in Property Manager to select the optional attributesyou want to use. The optional payable grouping attributes include the following:

• Invoice Number

• Lease Number

• Payment Purpose

• Payment Type

You can group payment items using one or more optional attributes by creating agrouping rule that includes the desired attributes. The grouping rule is then associatedwith a payment item directly by specifying it for a payment item, or indirectly byspecifying it for a payment term, lease, or system option. Depending on the userselected optional attributes payment items are grouped either on a lease by lease basisor across leases.

To create invoice grouping rules:

1. Navigate to the Invoice Grouping Rules window by choosing Setup: PayablesTransactions: Invoice Grouping Rules.

2. Enter the name of the grouping rule in the Name field.

3. Enter a description for the grouping rule in the Description field.


4. In the Group By region, enter up to four optional grouping attributes. Theseinclude the following:

• Invoice Number

• Lease Number

• Payment Purpose

• Payment Type

5. Choose Save from the menu bar to save the payable grouping rule.

Using Invoice Grouping Rules

You can assign invoice grouping rules at several levels to accomplish different groupingrequirements. These levels are:

• System options

• Lease

• Lease payment term

• Payment item level

The lowest level is the payment item and the highest level is the system option. The lowerlevel is always precedent. The following describes how to use invoice grouping rules:

• Create a grouping rule without any optional attributes, and enter the groupingrule in the Invoice Grouping Name system option to group payment itemsacross all leases based on a supplier, supplier site, or any other mandatoryattributes. See: Defining Property Manager System Options , page 2-14.

• Create a grouping rule that includes any optional attributes except for the LeaseNumber, and enter the grouping rule in the Invoice Grouping Rules system option toenable grouping by payment purpose or payment type across all leases.

• Create a grouping rule that includes Lease Number as an optional attribute to enablegrouping on the lease per lease basis.

Property Manager utilized the first grouping rule found as it searches for rules beginningat the lowest level and proceeding to the highest level. The areas searched, in orderfrom first to last, are:

• Payment Item - the lowest level

• Payment Term

• Lease

• System Option

The grouping rules you assign at the various levels are governed by the following:

• Enter a grouping rule at the system option level to apply grouping to all paymentitems that are being exported.

• Enter a grouping rule in the lease to override the rules specified at the system optionlevel. The grouping rule will only apply to payment items that belong to the lease ifthe grouping rule has Lease Number as one of the optional attributes.

• Enter a grouping rule at the payment term level to override all the rules specifiedat the system option and lease level.

Leases 4-47

• Enter a grouping rule at the payment item level to override all the rules specifiedat other levels.

Group by Payment Type

For example, you can group payment items across all leases based on the paymenttype, by creating a grouping rule that includes the Payment Type optional attribute andassigning it at the system option level.

Group by Payment Type and Lease Number

For example, you can group payment items based on the lease and payment type bycreating a grouping rule that includes the Lease Number and Payment Type optionalattributes. You can assign the grouping rule at the system option level or at any of theother levels. Grouping of payment items on a per lease basis is enabled whenever agrouping rule includes Lease Number as an optional attribute.

Exporting Payment Items to Oracle PayablesYou can export any individual payment item that is included in an approved paymentschedule event.

Prerequisite:

• Suppliers are entered in Oracle Payables. See: Suppliers, Oracle Payables User's Guide.

• Approve all payment schedules that include payment items that you want toexport. See: Approving Payment Schedule Events, page 4-43.

To export payment items to Oracle Payables:

1. Navigate to the Export Payments to Payables window by selecting Leases andDocuments: Payments: Export to Payables.

Note: You can export payment items to Oracle Payables by usingthe Submit Request window to run the Export Payment Itemsto AP concurrent program. See: Submitting a Request (OracleApplications User’s Guide)

2. In the Find Payments window enter search criteria to retrieve the specific paymentitems that you want to approve. The criteria available are the following:

• Operating Unit

• Lease Name

• Number

• Schedule Dates (range)

• Due Date (range)

• Payment Purpose

• Period Name

• Amount (range)

• Supplier Name

• Invoice Number


• Exported check box

3. Choose the Find button to open the Export Payments to Payables window.

4. In the Export Payments to Payables window every payment item for which theExport check box is checked will be exported.

Note: Uncheck the Export check box for any payment item that youdo not want to export.

5. Choose the Export button to export all payment items with checked Export checkboxes.

6. Property Manager assigns a unique invoice number to each exported paymentitem. To view the payment item invoice number navigate back to the ExportPayments to Payables window.

7. From Oracle Payables, run the Payables Open Interface Import program to importProperty Manager transactions into Oracle Payables. See: Submitting the PayablesOpen Interface Import Program, Oracle Payables User's Guide.

8. From the Payments Exported to Payables window, choose the Transactions button toview the invoices generated in Oracle Payables.

Leases 4-49

Deferring Payment ItemsIf a payment schedule event is in Draft status you can defer the included payment itemsfrom that event to the next payment schedule event.

Prerequisite:

• Create a payment schedule. See: Creating Payment Schedules and Events, page 4-43.

To defer payment items:

1. In the Find Payment Schedules enter search criteria to retrieve the specific paymentschedule events that include the payment items that you want to defer. Choose theFind button to open the Authorize Payments window.

2. In the Authorize Payments window, select the specific payment schedule event thatincludes the payment items that you want to defer. Choose the Details button toopen the Payment Schedule Details window.

3. Select the payment item that you want to defer.

4. Choose the Defer Payment button.

5. Save your work.

Note: When early terminating a lease with payments deferred tothe next period, a message appears notifying you that there areoutstanding deferred payments and early termination is not allowedin the period for which payments are already authorized.

Related Topics




Normalizing Payments or Billings, page 4-65

Entering BillingsYou can enter billing information in Oracle Property Manager that you export to OracleReceivables. Receivables uses this information to create invoices and record payments.

• Entering Billing Information, page 4-51

• Entering Billing Term Details, page 4-53

• Creating Billing Schedules and Events, page 4-55

• Approving Billing Schedule Events, page 4-55

• Exporting Billing Items to Oracle Receivables, page 4-62

• Deferring Billing Items, page 4-64

Related TopicsPayments and Billings Overview, page 4-25

Entering Billing InformationPrerequisites:

• In Oracle Receivables, set up the customers for whom you want to generatebillings. See:Customers Overview, Oracle Receivables User's Guide.

• In Oracle Property Manager enter lease details in the Leases window. Select eitherThird party or Sublease as the Lease Class. See: Abstracting a Lease, page 4-9.

To enter billing terms:

1. Navigate to the Leases window. Choose the Billings tabbed region.

2. In the Term Template field in the Billings tabbed region, select the term templatefrom the list of values. If you selected a term template in the Details tabbedregion, the Term Template field defaults to the term template you selected in theDetails tabbed region. You can change this default value.

3. In the Billings tabbed region, select the location.

Leases 4-51

4. Select the purpose of the billing and the type of billing.

5. Select the frequency of billings. If you select One Time for the frequency, the startdate and end date must be identical.

6. If you want to normalize your billings, check the Normalize check box and ensurethat the payment start and end dates for the normalized term are within the startand end dates of the lease. For more information on normalizing billings, seeNormalizing Payments or Billings, page 4-65.

7. Enter the schedule day. This is the day of the month for which schedules should becreated. The schedule day must be between 1 and 28.

8. Enter the Area Type. See Using Area Type, page 4-28.

9. The start date and end dates of the billing term defaults to the lease commencementand lease termination dates. For billings that are not normalized, the start date canbe earlier than the commencement date of the lease and the end date can be laterthan the termination date of the lease. For normalized billings, the start and enddates must be within the commencement and termination dates of the lease.

10. Select the Customer Name, Bill to Site, and Ship to Site. This information ismaintained in Oracle Receivables.

11. Enter the estimated amount of the billing if you do not know the actualamount. When you authorize the schedule in the Authorize Billings window, theestimated amount defaults to the actual amount.

Note: You cannot enter an estimated amount for a normalizedbilling.

12. Enter the actual amount of the billing. If you are setting up recurring billings, this isthe amount of each individual billing. You must enter this amount if you do not enteran amount in the Annual/Area field or if there is no location specified for the term. Ifyou enter the actual amount, Property Manager calculates the annual/area amount.


Note: For information about converting billing amounts to yourfunctional currency, see Currency Conversion for Billing andPayment Term Amounts, page 4-29

13. You must enter a target date if the type of billing is Prepayment. The target date is thedate of a later scheduled billing event against which the prepayment will be applied.

14. Optionally enter the annual amount. If no location is specified, this field is disabled.

15. Enter the annual/area amount. You must enter this amount if you do not enter anamount in the Actual Amount field. If you enter the annual/area amount, PropertyManager calculates the actual amount.

To copy a billing term:

1. Navigate to the Billings tabbed region of the Lease window using one of thefollowing paths:


2. In the Billings tabbed region, select a new row under the billing term template tobe copied.



Note: This action will copy the billing term above into the newrow. All fields are copied from the old term except the Nameand Amount fields. Each field can be modified to suit the newbilling term.

Entering Billing Term DetailsWhen creating billing terms, you need to enter detailed billing term information in theTerm Details window. This information includes customer information, payment termsand methods, PO numbers, and tax information. It also includes such information astransaction type, invoice and accounting rules, salesperson, Projects information, andaccounts distribution information.

Leases 4-53

To enter term details:

Note: You can default the values on the Term Details window by usinga term template.

1. Choose the Open button on the Billings tabbed region of the Lease window.

2. In the Bill tabbed region, enter the customer name and customer bill-to site. Thecustomer number automatically defaults from the customer name

3. In the Bill tabbed region, enter the ship-to site.

4. Enter the payment terms.

5. Optionally enter the payment method and PO Number.

6. Optionally check the Tax Inclusive check box.

7. Optionally enter the tax code. This field is required if the Tax Inclusive check boxis checked.

8. Enter the transaction type.

9. Optionally enter the invoice rule and accounting rule. You must enter information inboth of these fields or in neither field. These fields are disabled for normalized terms.

10. Optionally enter the salesperson. This field is required if the Require Salespersoncheck box is checked on the System Options window in Oracle Receivables. Thevalues in the LOV are drawn directly from the same field in Oracle Receivables.

11. Optionally enter Projects information in flexfields. The five optional Projects fieldsyou can define are: Project Name, Task, Expenditure Item Date, Organization, andExpenditure Type. These fields are sent to Oracle Receivables as information only.

12. Save your work.


Creating Billing Schedules and EventsPrerequisite:

• Enter lease billing terms in the Billings tabbed region of the Leaseswindow. See: Entering Billing Information, page 4-51.

To create billing schedules and events:

• In the Approval Status field in the upper region of the Leases window selectFinal and save your work. Oracle Property Manager automatically creates billingschedules and billing events for the lease billing terms you entered.

Note: After you have changed the approval status to Final and savedyour work, you can make changes to the lease information either byediting the lease or by creating a lease amendment. See: Changesand Additions to the Lease, page 4-80.

Approving Billing Schedule EventsWhen you approve a billing event, all of the individual billing items in that eventare approved.

Prerequisites:

• Enter lease billing terms in the Billings tabbed region of the Leaseswindow. See: Entering Billing Information, page 4-51.

• Create a billing schedule by changing the status of the lease to Final and savingyour work.

To approve a billing event:

1. Navigate to the Find Billing Schedules window.

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2. In the Find Billing Schedules window enter search criteria to retrieve the specificbilling schedule events that you want to approve. Choose the Find button to openthe Authorize Billings window.

3. In the Authorize Billings window, select the specific billing schedule event thatyou want to approve.

4. Change the billing status of the billing schedule event from Draft to Final. You canalso approve schedules from the Billing Schedule Details window.

5. In the Billing Schedule Details window, optionally add any comments, forexample, special billing instructions. The comments you enter here will appear onthe Rent Schedule Detail report.

6. The system defaults the Oracle Receivables period based on the schedule date. Ifthe period is closed, the system defaults to the next open Receivables period usingthe name format: MM-YYYY.


7. Save your work.

Note: If the details of a payment or billing term is changed throughthe Edit Lease, Amend Lease, or Terms Details window, you areprompted with the following message:

If you change the rate for this payment/billing term, it will affectall it’s items that belong to unapproved schedules. If you changeany other details for this term, it will affect all unexported itemsbelonging to this term. Do you want to proceed? You can chooseeither Yes or Cancel.

Grouping Receivable InvoicesUse the Invoice Grouping feature to include multiple billing items on one invoice. Thiscan eliminate the redundancy of creating a transaction for each billing increase andgreatly decrease the number of billing transaction exported to Receivables. If you exporttransaction items without using this feature, it results in the export of each individualbilling item as an individual invoice.

Note: In order for a receivable grouping logic to apply, the groupingrule must be created in Receivables and associated with the transactionsource named Property Manager Batch Source before exporting billingitems from Property Manager.

You can create grouping rules to allow grouping of billing items based on various invoiceattributes, such as customer, transaction date, purpose, type, and others. See: ImportingTransaction Information Using AutoInvoice, Oracle Receivables User's Guide.

You can group Property Manager billing items based on the combination of mandatoryand optional grouping attributes. The mandatory grouping attributes are alwaysincluded in receivable grouping rules. You can add the optional attributes withthe mandatory attributes to create new grouping rules. To be included in a group

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transaction, a billing item must match all of the mandatory attributes as well as all of theoptional attributes included in the grouping rule.

Note: Oracle Receivables AutoInvoice can only group billing items thatuse the same receivable account CCID, or account number. ReceivablesAutoInvoice allows only one receivable account number per invoiceheader; therefore, billing items that do not share the same receivableaccount number cannot be grouped. If the billing items that are beinggrouped on one invoice do not have the same receivable accountCCID, the Export to AR concurrent process will error with the followingmessage:

Some of the items being exported have receivable accounts that do notmatch. Please validate the data and re-run the concurrent program.

Mandatory Receivables Grouping Attributes

Property Manager utilizes the Receivables Autoinvoice functionality to perform billingitems consolidation. Receivable grouping rules include mandatory and optionalattributes. The mandatory attributes are not visible in Oracle Applications, but arealways included in the receivable grouping rules. The mandatory grouping attributesinclude the following:

• Customer Name

• Customer Site

• Transaction Date

• Transaction Type

• Payment Terms

• GL Date

• Currency code

• Conversion Rate

• Payment Method

For an entire list of the mandatory grouping attributes, see: Using Grouping Rules toCreate Transactions, Oracle Receivables User's Guide.

If you want to group invoices using only the mandatory attributes, you need to createa receivable grouping rule that includes no optional attributes and associate thegrouping rule with the Property Manager Batch Source. You can also use the DEFAULTgrouping rule in Oracle Receivable and associate it with the Property Manager BatchSource. See: Transaction Batch Sources, Oracle Receivables User's Guide.

Optional Receivables Grouping Attributes

If the desired grouping requires use of more than the mandatory attributes, you can createreceivable grouping rules that include the desired optional attributes. Optional groupingattributes include Receivables INTERFACE_LINE_ATTRIBUTE1-15. See: UsingGrouping Rules to Create Transactions, Oracle Receivables User's Guide

Some of the INTERFACE_LINE_ATTRIBUTE1-15 attributes are mapped to PropertyManager billing item attributes. Use the Invoice Grouping Rules (ReceivablesTransactions) window in Property Manager to select the optional grouping attributesyou want to use. You must select the mapped interface table attributes found in the


Invoice Grouping Rules (Receivables Transactions) window as the optional groupingcharacteristics. Property Manager allows grouping on the Purpose, Type and LeaseNumber attributes from the provided attribute set. The table below illustrates theavailable interface table attributes and the associated Property Manager groupingattribute.

Interface Table Attribute Property Manager Grouping Attribute

INTERFACE_LINE_ATTRIBUTE1 Lease Number and Payment Item ID

INTERFACE_LINE_ATTRIBUTE2 Location Code

INTERFACE_LINE_ATTRIBUTE3 Project Name

INTERFACE_LINE_ATTRIBUTE4 Task

INTERFACE_LINE_ATTRIBUTE5 Expenditure Item Date

INTERFACE_LINE_ATTRIBUTE6 Organization

INTERFACE_LINE_ATTRIBUTE7 Expenditure Type

INTERFACE_LINE_ATTRIBUTE8 Purpose

INTERFACE_LINE_ATTRIBUTE9 Type

INTERFACE_LINE_ATTRIBUTE10 Lease Number

Creating Optional Receivables Grouping Attributes

Leases 4-59

To create receivable grouping rules:

1. Navigate to the AutoInvoice Grouping Rules window by choosingSetup: Receivables Transactions: Invoice Grouping Rules.

2. In the Name field, enter the name of the grouping rule.

3. In the Description field, enter the description of the grouping rule.

4. In the Class field, select Invoice.

5. To group billing items based on the optional invoice attributes, select the desiredoptional attributes in the Optional Grouping Characteristics field. See: OptionalAttributes, page 4-58.

6. Choose Save from the menu bar to save the grouping rule.

Enabling Invoice Grouping

Property Manager utilizes the seeded Receivables Transaction source named PropertyManager Batch Source. By default, the PN_GROUPING_RULE grouping rule is specifiedfor the batch source in the Grouping Rule field of the Transaction Sources window. Thisgrouping rules includes one optional attribute: INTERFACE_LINE_ATTRIBUTE1, whichis mapped to the lease number and to the payment item ID. For more information on thisand other optional attributes, see: Optional Receivables Grouping Attributes, page 4-58.

If you export payment items to Oracle Receivables using the default settings, AutoInvoicewill not group billing items and an invoice will be created for each billing item. Youmust use a grouping rule other than the default value, PN_GROUPING_RULE, toenable grouping.

Select AutoInvoice Options for Property Manager Batch Sources

To enable the grouping of billing transactions, change the Grouping Rule value toone other than PN_GROUPING_RULE.


Selecting autoinvoice options:

1. Navigate to the Transaction Sources window by choosing Setup: ReceivablesTransactions: Batch Sources.

2. In the Name field of the Transaction Sources window, query the Property ManagerBatch Source transaction source.

3. Select the AutoInvoice tabbed region.

4. In the Grouping Rule field, select the desired grouping rule. The default value isPN_GROUPING_RULE, which will result in no grouping of billing transactions. Youmust change the value to one other than PN_GROUPING_RULE to enable groupingof billing transactions.

5. Choose Save from the menu bar to save the transaction source.

You can specify grouping rules at three levels in Oracle Receivables. See:Grouping Rules,Oracle Receivables User's Guide . AutoInvoice uses the following hierarchy to determinewhich grouping rule to use on a transaction line:

• Grouping rules specified in the Transaction Sources window for the batch sourceof the transaction line.

• Grouping rules specified in the Customer Profile Classes window for the bill-to siteof the transaction line.

• Grouping rules specified in the Customer Profile Classes window for the bill-tocustomer of the transaction line.

• Grouping rules specified in the System Options window. If you do notspecify a rule in either the Transaction Sources or Customer Profile Classeswindow, AutoInvoice will use the default grouping rule specified in the SystemOptions window. See: Defining Property Manager System Options, page2-14. Oracle Receivables provides the DEFAULT grouping rule which contains allrequired groupings based on the transaction attributes.

Note: To successfully group invoices, Property Managerrecommends assigning a grouping rule to the seeded batch sourcenamed Property Manager Batch Source. No grouping will occur ifthe grouping rule is assigned to any level other than batch source.

Group by Mandatory Attributes: Customer, Customer Site, or Transaction Date

The mandatory receivable attributes include Customer Name, Customer Site, TransactionDate, all the other invoice header attributes, and the receivable account CCID. OracleReceivable provides the DEFAULT grouping rule that contains all of the mandatoryattributes.

You can select this grouping rule in the Transaction Sources (Receivables) windowfor the Property Manager Batch Source to enable grouping of billing items byCustomer, Customer Site, Transaction Date, or any of the mandatory invoice attributes.

You can also create a new grouping rule that would include the mandatoryattributes, assign it to the Property Manager Batch Source. Grouping by mandatoryattributes occurs across all leases.

Leases 4-61

Group by Optional Attributes Payment Purpose, Payment Type, or Lease Number

In order to group exported items by payment purpose, type, or lease number, create agrouping rule that includes the Receivables optional grouping attributes that are mappedto the desired property manager grouping attributes. The new grouping rule must beassociated with the receivable transaction source named Property Manager Batch Source.

Example

For example, to group billing items based on the payment purpose, create a groupingrule in Receivables that includes INTERFACE_LINE_ATTRIBUTE8 as an optionalattribute, and assign the grouping rule to the transaction source named PropertyManager Batch Source. To group billing items based on the payment purpose andlease number, create a grouping rule that includes the interface table attributesINTERFACE_LINE_ATTRIBUTE8 and INTERFACE_LINE_ATTRIBUTE10, and assignthe grouping rule to the transaction source named Property Manager Batch Source.

Exporting Billing Items to Oracle ReceivablesYou can export any individual billing item that is included in an approved billingschedule event.

When exporting items with normalized terms to Oracle Receivables, ensure that theRevenue Account Allocation field in the Property Manager Batch Source is set toAmount. The Property Manager Batch Source is defined in the Transaction Sourceswindow in Oracle Receivables. The Amount value is seeded in Oracle Property Manager.

For terms that are not normalized, the Revenue Account Allocation field can be setto either Amount or Percent. If invoice and accounting rules are specified, PropertyManager sends a percentage to the Oracle Receivables interface table. If invoice andaccounting rules are not specified, Property Manager sends both percentages andamounts to the Oracle Receivables interface table.

Prerequisite:

• Approve all billing schedules that include billing items that you want toexport. See: Approving Billing Schedule Events, page 4-55.

To export billing items to Oracle Receivables:

Note: When exporting a negative dollar amount to OracleReceivables, the GL Account specified in the Billing Term Templatewindow should be credited with the negative amount.

1. Navigate to the Export Billings to Receivables window by selecting Leases andDocuments: Billings: Export to Receivables.

Note: You can export billing items to Oracle Receivables by usingthe Submit Request window to run the Export Billing Items to ARconcurrent program. See: Submitting a Request (Oracle ApplicationsUser’s Guide)

2. In the Find Billings window enter search criteria to retrieve the specific billing itemsthat you want to approve. The criteria available are the following:

• Operating Unit

• Lease Name


• Number

• Schedule Dates (range)

• Due Date (range)

• Payment Purpose

• Period Name

• Amount (range)

• Customer Name

• Exported check box

3. Choose the Find button to open the Export Billings to Receivables window.

4. In the Export Billings to Receivables window, every billing item for which the Exportcheck box is checked will be exported.

Note: Uncheck the Export check box for any billing item that youdo not want to export.

5. Choose the Export button to export all billing items with checked Export check boxes.

6. In Oracle Receivables, run the Autoinvoice Master Import program to importtransactions into Oracle Receivables.

7. Oracle Receivables assigns a unique transaction number to each exported billingitem. To view the billing item transaction number navigate back to the ExportBillings to Receivables window.

8. From the Billings Exported To Receivables window choose the Transactions buttonto view the transactions generated by Oracle Receivables.

Leases 4-63

Deferring Billing ItemsIf a billing schedule event is in Draft status you can defer the included billing items fromthat event to the next billing schedule event.

Prerequisite:

• Create a billing schedule. See: Creating Billing Schedules and Events, page 4-55.

To defer a billing item:

1. Navigate to the Find Billing Schedules window by selecting Billings:Authorizefrom the Navigator.

2. In the Find Billing Schedules enter search criteria to retrieve the specific billingschedule events that include the billing items that you want to defer. Choose theFind button to open the Authorize Billings window.

3. In the Authorize Billings window, select the specific billing schedule event thatincludes the billing items that you want to defer. Choose the Details button to openthe Billing Schedule Details window.

4. Select the billing item that you want to defer.

5. Choose the Defer Billing button.

6. Save your work.

In the figure below the August billing item has been deferred to September.


Normalizing Payments or BillingsLandlords and tenants whose companies are publicly traded need to comply withFASB-13 standards for accounting of leases. According to these rules, companies needto normalize or calculate the average rent payments/billings over the term of thelease. These normalized amounts need to be reported as revenue/expense, along withaccrued revenue/liability, so that the investment community can accurately analyze thecompany’s financials.

If you have a lease for which payment/billing amounts vary over the lease term, youcan use Property Manager to normalize a lease for you and renormalize it if youamend the lease. Normalization, also known as straight-lining, spreads the cost of rentpayments/billings and rent abatements over the life of a lease to more accurately recordthe lease expense or revenue during the time it was incurred.

Rent normalization is used to comply with FASB-13 standards. Landlords can vary rentamounts over the life of a lease term for the following reasons:

• Provide an incentive for the lessee

• Reflect the anticipated effects of inflation

• Ease the lessee’s near term cash flow requirements

Using the rent normalization feature provides you with detailed monthly deferredliability and accrued asset amounts that can be accessed by accounting and financedepartments to accurately calculate and estimate company-level revenue and expenses.

Only those lease terms for which the Normalize check box is checked can be normalized.

Only actual amounts can be specified for normalized terms.

All normalized terms must lie within the lease term. In other words, the start dateof a normalized term cannot be earlier than the lease commencement date, and the

Leases 4-65

normalized payment/billing term end date cannot be later than the lease terminationdate.

When you enter a lease, you check the Normalize check box for a payment, billing, orabatement if you want it to be included in the normalization calculations. Refer tothe accounting rules used by your organization to confirm which payments/billingsyou are allowed to normalize.

Important: Enter all terms, and be certain which terms you wantto normalize.

Note: You cannot have normalized payment terms for a lease with alease status of Month-to-Month or Holdover.

After you finalize and save the lease, Property Manager creates a payment or billingschedule. In the View Requests window you can then review the payment/billingschedule and the normalized amounts, or you can run the Normalized Rent ScheduleReport.

If Property Manager needs to prorate a normalized amount, for example, if yourpayments are monthly and the lease begins mid-month, Property Manager uses theproration rule you selected in the Details window to prorate the cash amount. Thenormalized average for that month is also prorated.

Property Manager transfers revenue and expense distribution lines directly to OracleGeneral Ledger.

To calculate the average (normalized) amount for a term, Property Manager adds upall the cash items for that term over the entire lease term, and divides this sum withthe number of months between the start and end dates of the lease. If the lease startsor ends mid-month, the proration rule specified at the Lease Details level is used tocalculate the number of months.

Example 1 of Rent Normalization: Schedule Day for all Terms is the SameThis example uses the following terms:

• Lease begins mid-month on 15 January, 2001 and ends mid-month on 14January, 2002.

• Rent for the first quarter is $100; rent for the second quarter is $200; rent for the thirdquarter is $300, rent for the fourth quarter is $400; rent for the fifth quarter is $500.

• Rent abatement of $10 is given only in the first month.

• Rent is scheduled to be paid in full at the beginning of every month.

• Proration rule is Days/Month.

The following table illustrates rent normalization calculations. Note that in the table:

• Adj, the heading for Column F, stands for Adjustment.

• Column B minus Column C equals Column D.

• Column E equals the sum total cash rent divided by twelve months. This columnshows the average expense/revenue associated with the lease that needs to bereported.


• Column E minus Column D equals Column F.

• Column G contains a running total of Column F. Column F shows deferredliability. From the payment perspective, it is the amount that the tenant owes thatwill be paid later on as the lease progresses. The adjustment is the amount inaddition to the cash that the expense/revenue needs to be adjusted if the systempasses only the cash amount to Oracle Payables/Receivables.

• Column H contains the rentable area of the property on the lease.

• Note that for the first month (15 January, 2001 to 31 January, 2001), the tenant owesrent for 17 days. This is calculated as 100 * (17/31) = $54.84. For the last period (01January, 2001 to 14 January, 2002), the tenant owes 500 * (14/31) = $225.81.

• For the first month, the prorated normalized amount is 133.75 (the normalizedamount of 243.90 is prorated based on 17 days in January using the Days/Monthproration rule. The prorated normalized amount for the last month is 110.148 (thenormalized amount of 243.90 is prorated based on 14 days in January using theDays/Month proration rule.

• The proration rule is Days/Month.

Leases 4-67

ScheduleDate (A)

BaseRent (B)

RentAbatement(C)

TotalCashRent (D)

AccountExpense(E)

Adj (F) DeferredLiability(G)

RentableSize (H)

15-JAN-2001

$54.84 $10 $44.84 $144.89 $100.05 $100.05 3429

01-FEB-2001

$100.00 0 $100.00 $264.22 $164.22 $264.27 3429

01-MAR-2001

$100.00 0 $100.00 $264.22 $164.22 $428.49 3429

01-APR-2001

$200.00 0 $200.00 $264.22 $64.22 $492.71 3429

01-MAY-2001

$200.00 0 $200.00 $264.22 $64.22 $556.93 3429

01-JUN-2001

$200.00 0 $200.00 $264.22 $64.22 $621.15 3429

01-JUL-2001

$300.00 0 $300.00 $264.22 ($35.78) $585.37 3429

01-AUG-2001

$300.00 0 $300.00 $264.22 ($35.78) $549.59 3429

01-SEP-2001

$300.00 0 $300.00 $264.22 ($35.78) $513.81 3429

01-OCT-2001

$400.00 0 $400.00 $264.22 ($135.78) $378.03 3429

01-NOV-2001

$400.00 0 $400.00 $264.22 ($135.78) $242.25 3429

01-DEC-2001

$400.00 0 $400.00 $264.22 ($135.78) $106.47 3429

01-JAN-2002

$225.81 0 $225.81 $119.32 ($106.49) $0.02 3429

Example 2 of Rent Normalization: Schedule Days are Not All the SameThis example uses the following terms:

• Lease begins mid-month on 15 January, 2001 and ends mid-month on 14January, 2002.

• Rent for the first quarter is $100; rent for the second quarter is $200; rent for the thirdquarter is $300, rent for the fourth quarter is $400; rent for the fifth quarter is $500.

• The schedule day for the first four payment terms is 1. The schedule day for thelast payment term is 2.


ScheduleDate

Base Rent RentAbatement

Total CashRent

AccountExpense

Adjustment Free RentLiability

01-JAN-2001

$55.89 $0.00 $55.89 $137.45 $81.56 $81.56

02-JAN-2001

$0.00 $0.00 $0.00 $10.70 $10.70 $92.26

01-FEB-2001

$100.00 $0.00 $100.00 $245.93 $145.93 $238.19

02-FEB-2001

$0.00 $0.00 $0.00 $19.15 $19.15 $257.34

01-MAR-2001

$100.00 $0.00 $100.00 $245.93 $145.93 $403.27

02-MAR-2001

$0.00 $0.00 $0.00 $19.15 $19.15 $422.42

01-APR-2001

$200.00 $0.00 $200.00 $245.93 $45.93 $468.35

02-APR-2001

$0.00 $0.00 $0.00 $19.15 $19.15 $487.50

01-MAY-2001

$200.00 $0.00 $200.00 $245.93 $45.93 $533.43

02-MAY-2001

$0.00 $0.00 $0.00 $19.15 $19.15 $552.58

01-JUN-2001

$200.00 $0.00 $200.00 $245.93 $45.93 $598.51

02-JUN-2001

$0.00 $0.00 $0.00 $19.15 $19.15 $617.66

01-JUL-2001

$300.00 $0.00 $300.00 $245.93 ($54.07) $563.59

02-JUL-2001

$0.00 $0.00 $0.00 $19.15 $19.15 $582.74

01-AUG-2001

$300.00 $0.00 $300.00 $245.93 ($54.07) $528.67

02-AUG-2001

$0.00 $0.00 $0.00 $19.15 $19.15 $547.82

01-SEP-2001

$300.00 $0.00 $300.00 $245.93 ($54.07) $493.75

02-SEP-2001

$0.00 $0.00 $0.00 $19.15 $19.15 $512.90

Leases 4-69

ScheduleDate

Base Rent RentAbatement

Total CashRent

AccountExpense

Adjustment Free RentLiability

01-OCT-2001

$400.00 $0.00 $400.00 $245.93 ($154.07) $358.83

02-OCT-2001

$0.00 $0.00 $0.00 $19.15 $19.15 $377.98

01-NOV-2001

$400.00 $0.00 $400.00 $245.93 ($154.07) $223.91

02-NOV-2001

$0.00 $0.00 $0.00 $19.15 $19.15 $243.06

01-DEC-2001

$400.00 $0.00 $400.00 $245.93 ($154.07) $88.99

02-DEC-2001

$0.00 $0.00 $0.00 $19.15 $19.15 $108.14

01-JAN-2002

$0.00 $0.00 $0.00 $113.20 $113.20 $221.34

02-JAN-2002

$230.14 $0.00 $230.14 $8.81 ($221.33) $0.00

Related TopicsNormalized Rent Schedule Report, page 9-11

Editing or Amending a Normalized Payment or Billing, page 4-70

Editing or Amending a Normalized Payment or BillingIf you modify a lease, because the parties agree to change the terms of the lease, PropertyManager renormalizes the lease payments or billings upon saving the changes. Itrecalculates the normalized amounts based on the new information.

Property Manager renormalizes lease terms when changes have been made usingeither the edit or amend functions.

• When you add a new payment or billing term using the edit function, normalizedpayment or billing terms are recalculated as of the Commencement Date ofthe lease. If there are any approved schedules for the lease, Property Managerrenormalizes across all available draft schedules starting from the leasecommencement date.

• When you add a new term using the amend function, the new payment or billingterm is normalized based on the Commencement Date of the amendment. If thereare any approved schedules after the amendment commencement date, PropertyManager normalizes across all draft schedules starting with the amendmentcommencement date. All normalized terms that existed before the new term wasadded, are renormalized from their respective commencement dates.

• Renormalization occurs across all draft schedules in the lease. Approved schedulesare not included in renormalization.


Example of Rent Normalization for New Term Added by Amendment

The original lease has one payment term.

• Lease begins on 01 January, 2001 and ends on 31 December, 2001.

• Rent is $100 a month.


• The proration rule is Days/Month.

The following table illustrates the rent normalization calculations.

ScheduleDate

Base Rent Total CashRent

AccountExpense


01-JAN-2001 $100.00 $100.00 $100.00 0 0

01-FEB-2001 $100.00 $100.00 $100.00 0 0

01-MAR-2001 $100.00 $100.00 $100.00 0 0

01-APR-2001 $100.00 $100.00 $100.00 0 0

01-MAY-2001 $100.00 $100.00 $100.00 0 0

01-JUN-2001 $100.00 $100.00 $100.00 0 0

01-JUL-2001 $100.00 $100.00 $100.00 0 0

01-AUG-2001 $100.00 $100.00 $100.00 0 0

01-SEP-2001 $100.00 $100.00 $100.00 0 0

01-OCT-2001 $100.00 $100.00 $100.00 0 0

01-NOV-2001 $100.00 $100.00 $100.00 0 0

01-DEC-2001 $100.00 $100.00 $100.00 0 0

Scenario 1

The lease is amended to add a new payment term.

• The amendment commencement date is 01 April, 2001.

• The additional rent is $50.00 a month.

• The term is normalized and starts 01 July, 2001 and ends 31 December, 2001, monthly.

• All payment schedules have draft status. None of the schedules have been approved.

Term 2 is normalized from the commencement date of the amendment, 01April, 2001. Term 1, the original lease term, is renormalized from the leasecommencement date, 01 January, 2001.

The following table shows the normalized rent amounts.

Leases 4-71

ScheduleDate

Base Rent AmendmentRent

Total CashRent

AccountExpense


01-JAN-2001

$100.00 0 $100.00 $100.00 0 0

01-FEB-2001

$100.00 0 $100.00 $100.00 0 0

01-MAR-2001

$100.00 0 $100.00 $100.00 0 0

01-APR-2001

$100.00 0 $100.00 $133.33 $33.33 $33.33

01-MAY-2001

$100.00 0 $100.00 $133.33 $33.33 $66.66

01-JUN-2001

$100.00 0 $100.00 $133.33 $33.33 $99.99

01-JUL-2001

$100.00 $50.00 $150.00 $133.33 ($16.67) $83.32

01-AUG-2001

$100.00 $50.00 $150.00 $133.33 ($16.67) $65.65

01-SEP-2001

$100.00 $50.00 $150.00 $133.33 ($16.67) $49.98

01-OCT-2001

$100.00 $50.00 $150.00 $133.33 ($16.67) $33.31

01-NOV-2001

$100.00 $50.00 $150.00 $133.33 ($16.67) $16.64

01-DEC-2001

$100.00 $50.00 $150.00 $133.33 ($16.67) ($0.03)

Scenario 2

Now assume that the first four payment schedules have a status of Approved when term2 is added to the original lease by amendment.

• The amendment commencement Date is 01 April, 2001.

• The additional rent is $50.00 a month.

• The term is normalized and starts 01 July, 2001 and ends 31 December, 2001.

• Approved payment schedules are 01-JAN-01, 01-FEB-01, 01-MAR-01, AND01-APR-01.

Term 2 is normalized starting from the date of the first available draft paymentschedule, or 01 May, 2001. Term 1, the original lease term, is renormalized from thedate of the first available draft payment schedule, 01 May, 2001. The normalized leaseamounts are as follows:


ScheduleDate

Base Rent AmendmentRent

Total CashRent

AccountExpense


01-JAN-2001

$100.00 0 $100.00 $100.00 0 0

01-FEB-2001

$100.00 0 $100.00 $100.00 0 0

01-MAR-2001

$100.00 0 $100.00 $100.00 0 0

01-APR-2001

$100.00 0 $100.00 $100.00 0 0

01-MAY-2001

$100.00 0 $100.00 $137.50 $37.50 $37.50

01-JUN-2001

$100.00 0 $100.00 $137.50 $37.50 $75.00

01-JUL-2001

$100.00 $50.00 $150.00 $137.50 ($12.50) $62.50

01-AUG-2001

$100.00 $50.00 $150.00 $137.50 ($12.50) $50.00

01-SEP-2001

$100.00 $50.00 $150.00 $137.50 ($12.50) $37.50

01-OCT-2001

$100.00 $50.00 $150.00 $137.50 ($12.50) $25.00

01-NOV-2001

$100.00 $50.00 $150.00 $137.50 ($12.50) $12.50

01-DEC-2001

$100.00 $50.00 $150.00 $137.50 ($12.50) 0

Example of Rent Normalization for Term Changed by Editing

The original lease has one payment term.

• Lease begins on 01 January, 2001 and ends on 31 December, 2001.

• Lease has one term, $100 per month and normalized.


The lease term is then reduced by three months, through edit, to end 30 September, 2001

The following table illustrates the rent normalization calculations for the lease after edit.

Leases 4-73

ScheduleDate

Base Rent Total CashRent

AccountExpense


01-JAN-2001 $100.00 $100.00 $75.00 ($25.00) ($25.00)

01-FEB-2001 $100.00 $100.00 $75.00 ($25.00) ($50.00)

01-MAR-2001 $100.00 $100.00 $75.00 ($25.00) ($75.00)

01-APR-2001 $100.00 $100.00 $75.00 ($25.00) ($100.00)

01-MAY-2001 $100.00 $100.00 $75.00 ($25.00) ($125.00)

01-JUN-2001 $100.00 $100.00 $75.00 ($25.00) ($150.00)

01-JUL-2001 $100.00 $100.00 $75.00 ($25.00) ($175.00)

01-AUG-2001 $100.00 $100.00 $75.00 ($25.00) ($200.00)

01-SEP-2001 $100.00 $100.00 $75.00 ($25.00) ($225.00)

01-OCT-2001 0 0 $75.00 $75.00 ($150.00)

01-NOV-2001 0 0 $75.00 $75.00 ($75.00)

01-DEC-2001 0 0 $75.00 $75.00 0

Mass Approving SchedulesYou can select and approve groups of payment or billing schedules by using the OracleProperty Manager Mass Approval concurrent process. You can query a group ofpayment or billing schedules for mass approval, and individually exclude schedulesfrom being mass approved by placing them on hold. Mass approval uses a concurrentprocess to select and approve the schedules.

Mass Approval ExceptionsIn the Authorize Payments or Authorize Billings window, you can review, modify, andexclude scheduled billings before running the Mass Approval process. Youexclude individual schedules from the Mass Approval process by marking them asexceptions. Exceptions are indicated by selecting the On Hold check box next to thestatus window.

On Hold Status Rules

Rules for placing schedules On Hold include the following:

• If a schedule is already approved, you cannot unapprove or place the schedule onhold if any items have been exported from its schedule.

• If a schedule has a status of On Hold, it cannot be mass approved.

• If a schedule has already been approved, but no items within the schedule havebeen exported, then the status of this schedule can be changed from Approved toDraft. After changing the status to Draft, the On Hold check box can also be selected.


Mass Approval Concurrent ProgramMass approval is accomplished by running the Mass Approval concurrent program andspecifying parameters that select a range of schedules to mass approve.

Mass Approval Parameters

In the Parameters window, you use the fields to select the schedules to be massapproved. You must complete the Schedule Date range fields. The other fields areoptional, and serve to narrow further the schedules considered by the Mass Approvalprocess. The fields available in the Parameters window include the following:

Schedule Date Range: Schedule Date start date/end date fields are required.

Lease Class Code: The Lease Class field has three preseeded valid valuesavailable, which include: Direct, Third Party, and Sublease. The default value is All. Ifyou select Direct Leases, then only paying leases are selected for approval. If you selectThird Party or Subleases, then Billing Leases are selected for approval.

Note: When Lease Class is selected, only the relevant Lease Numbersfor each Lease Class will be displayed in the Lease Number To and Fromfields, the associated Location Code, and other fields.

Payment Period: You can select an open or future enterable period. This field isoptional. This field is applicable only to paying leases.

Billing Period: You can select an open or future enterable period. This field isoptional. This field is applicable only to billing leases.

Lease Number: You can enter the beginning Lease Number or the ending LeaseNumber, both beginning and ending, or none. If no lease numbers are entered, thenall lease numbers are selected.

Location Code: You can enter the beginning location code or the ending locationcode, both beginning and ending, or none. If no location codes are entered, thenall location codes are selected.

User Responsible: Use this selection criteria to retrieve all leases for a responsibleuser. All schedules tied to these leases are displayed in the Authorize Payments orAuthorize Billings window.

Mass Approval Rules

The Mass Approval concurrent request approves all schedules meeting the Parameterswindow criterion except those with the following:

• A status of On Hold.

• A schedule that contains an item with a null actual amount.

• No GL Period name defaulted during the approval process. This occurs when theGL Period is closed or has never been opened.

The process skips these schedules, and lists their Lease Number and scheduleinformation in the output and log file.

Defaulting GL Period Name

If you select a value in the Payment Period parameter field in the Mass Approvalconcurrent program, and the Lease Class and Billing Period parameter fields

Leases 4-75

are blank, the Mass Approval concurrent request defaults the value entered inthe Payment Period parameter field to the Payment Period field of the paymentschedule. Otherwise, the Mass Approval concurrent request defaults the GL Periodname to the Period Name field of the payment or billing schedule. The GL Periodname defaulted is based on the GL Period name that corresponds to the scheduledate. Defaulting of the period occurs only for Open and Future-Entry GL Periods.

Validation

If any record fails validation, the Lease Name, Number, Schedule Date, and the potentialcause of the failure are noted in the request’s output and log file. The remainingschedules that pass validation are approved. If the concurrent request completes asnormal, you can see the approved records by requerying the Authorize Paymentor Authorize Billings window.

Mass Approval of Lease Schedules

To review lease schedules and place selected schedules on hold:

1. In the Navigator window, choose Leases and Documents:Payments:Authorize orLeases and Documents:Billings:Authorize.

2. Find the schedules you want to review as potential Mass Approval exceptions.

3. Optionally, you can prevent the Mass Approval process from approving a scheduleby selecting the On Hold check box.

4. Save your work.

Run the Mass Approval process:

1. In the Navigator window, choose Leases and Documents:Mass Approval.

2. Select Single Request in the Submit a New Request window.

3. Find the schedules you want to mass approve by completing the selection fields inthe Parameters window.

4. Select the concurrent request Submit button to execute the Mass Approval process.

5. Note the concurrent request number for your request.

Review the Mass Approval process:

1. In the Navigator window, choose Other:View Concurrent Requests.

2. In the Find Requests window, select Specific Requests.

3. In the Request number field, type the request number you noted earlier.

4. Select Find.

5. Select the View Output button to view the output, or View Log to view the log file.

Related Topics

The Payments and Billings Processes, page 4-26

Approve Payment Schedule Events, page 4-43

Approve Billing Schedule Events, page 4-55


Prepaying Rent Payments or BillingsYou can record rent prepayments for both payments and billings. For example, thetenant might prepay the first or last month’s rent.

You enter separate payment terms for prepayments. The start date and enddate are the same. You enter a target date, which is the rent payment date thatthe prepayment pays. Also, for the prepayment, you need to enter the GeneralLedger accounts: expense, liability, and accrued liability for paying leases, andrevenue, receivable, and accrued asset for billing leases.

You then enter payment terms for the lease to create a recurring lease payment schedulejust as you would if you had not made a prepayment.

After you enter a prepayment, Property Manager automatically creates a paymentitem for the target date. This amount of the payment item is the negative amount ofthe prepayment, and the payment item uses the same account as the prepayment. Onthe payment date, you export to Payables both the negative amount payment item andthe regularly scheduled rent payment item. Exporting these payment items createsunpaid invoices in Oracle Payables.

Make sure that the supplier site is not set to Pay Alone in the Supplier Sites window. Ifthe sum for the period is zero, then Oracle Payables creates no payment. However, evenif Oracle Payables creates no payment, it records accounting for the two invoices: theprepaid expense account is relieved and the rent expense is applied in the correct period.

For example, you are the tenant, rent payments are $6000 per month, and the lease termis from January 1 to June 30. On January 1 you pay the first and last month’s rent. Youcreate a $6000 payment item for the prepayment with the start date and end date bothJanuary 1, and the target date of June 1. You then create a payment schedule for thelease term from January 1 through June 30, with payments of $6000 per month. Becauseyou entered a target date for the prepayment item, Property Manager automaticallycreates a payment item for -$6000 for the target date, June 1. The following tableshows the payment schedules you set up and the payment schedule Property Managerautomatically generates.

Month Payment Schedule- Prepayment

Payment Schedule- Lease

Payment Schedule- GeneratedAutomatically(based on theprepayment amountand target date)

January $6000 $6000

February $6000

March $6000

April $6000

May $6000

June $6000 $-6000

Leases 4-77

Accounting for PrepaymentsWhen Property Manager generates the negative payment for the target date, it usesthe same prepaid expense account as the prepayment. This ensures that the prepaidexpense account is relieved on the target date. The payment for the target date, whichwas generated by the recurring payment schedule, charges the expense account on thetarget date.

Using the above example, Property Manager generates payments to your landlordof: $12,000 in January, and $6000 from February through May. The accounting forJanuary will be a $6000 debit to the prepaid expense account, a $6000 debit to the rentexpense account, and a $12,000 credit to the cash account. Payments in Februarythrough May will each debit the rent expense account $6000 and credit the cash account$6000. In June, you export the items to Oracle Payables, which creates invoices that areaccounted, but since the balance is zero, no payment is made. The negative invoice(credit memo) relieves the prepaid expense account, and the rent invoice debits theexpense account $6000. The remaining two accounting entries net to zero in either theliability or cash account, depending on the accounting method you use.

From the perspective of the tenant, the accounting for prepayments is shown in thefollowing table:


Prepaid X

Cash X

On the target date, Property Manager submits the negative of the prepaidamount. Because a regular rent schedule has been set up, on the same date, the rentexpense account is also debited, creating the correct journal entries, as shown in thefollowing table:


Prepaid X

Expense X

Normalizing PrepaymentsProperty Manager normalizes all payment items on a lease that have the Normalizecheck box checked. In the above example, if you normalize all payment items, PropertyManager normalizes the sum of the six payment items ($36,000) and divides themover the lease term (January 1 until June 30). The normalized amounts charge theexpense account $6000 per month during the lease term. You can view these amounts inthe Normalized Rent Schedule report.

Entering PrepaymentsYou can record rent prepayments for both payments and billings. For example, thetenant might prepay the first or last month’s rent.


To manage a prepayment:

1. Enter the prepayment payment/billing terms:

• Choose the payment/billing type of prepayment.

• Optionally enter a Frequency of One Time. Use the same start date and end date.

• If you are normalizing the rent payments, check the Normalize check box for theprepayment payment item. You cannot normalize a prepayment if the start dateor end date of the prepayment is outside the lease term.

• Enter the schedule day, which is the date on which the schedule should occur.

• Enter a target date, which is the rent payment date that the prepayment willprepay.

Property Manager will create a payment item to offset the prepayment on thetarget date.

2. Enter payment terms for the term of the lease to create a recurring paymentschedule. This payment schedule should include a payment for the target date.

3. On the target date export all payments to Oracle Payables or Oracle Receivables, evenif the sum of the payments is zero. This ensures that the accounting is correct.

Related Topics

Normalized Rent Schedule Report, page 9-11

Lease ModificationsYou can change information in the Leases window as long as the approval status of thelease is Draft. Once you have changed the approval status of the lease to Final and savedthe lease, you must use one of these two methods to modify Lease window information:

• Edit the lease information. Use the Edit feature to correct errors you might havemade entering lease information, and to enter additional information after thelease is finalized.

• Amend the lease information. Use the Amend feature when the lease has beenamended and you have to update your lease information to include the leaseamendment. The Amend feature is similar to the Edit feature in that a leaseamendment may be created to cover changes or additions to the terms of thelease. However, when you create a lease amendment in Property Manager, theamendment will have its own name and number, distinct from the lease nameand number.

Amendments describe agreements between the landlord and tenant that are not in thelease itself. If changes must be made to the information you originally entered in theLeases window, use the Edit feature rather than the Amendment feature to updateyour lease information.


• Changes and Additions to the Lease, page 4-80

• Lease Status Changes, page 4-83

• Transactions and History, page 4-85

Leases 4-79

Related TopicsModifying Leases, page 4-86

Amend Lease Window Reference, page 4-93



Changes and Additions to the LeaseWith the Edit or Amendment features you can change the information in most of thefields in the Leases window.

You can change information using the edit and amend features in the following fieldson the Lease window:

• Name (Edit only)

• Number (Edit only)

• Lease Status (Amend only)

Details Tabbed Region

• User Responsible

• GL Account fields (Expense Account, Liability Account, and Accrued LiabilityAccount)

• Termination (Amend only)

If any schedules have been approved, you can enter a new date successfully only ifthe new date post dates the last approved schedule.

You cannot update the Proration Rule field.

Locations Tabbed Region

• Code

Changing the location code does not change the Area and Annual/Area fields. Thenew location defined is populated in the Location field for all new payment/billingterms created.

• Estimated Occupancy Date

• Actual Occupancy Date

• Usage

Insurance, Obligations, Rights, and Options Tabbed Regions

• You can update all fields in these tabbed regions, regardless of whether scheduleshave been approved.

Payments and Billings Tabbed Regions

• Term Template

You cannot update this field once the lease has been finalized.

• Location


If you update this field, the Area and Annual/Area fields are updated automatically.

• Purpose


• Type


• Frequency


• Normalize check box


• Actual Amount


• Estimated Amount

For non-normalized terms, you can update the estimated amounts at the termlevel. When you update this value, all the subsequent items belonging to that termare also updated. If there is an item belonging to an approved schedule, the updatedamounts are reflected in only those items that belong to draft schedules. Theapproved schedule is not updated.

• Schedule Day


• Start Date and End Date

You can modify the End Date field in Edit mode after the lease has been finalized. Youcannot modify the End Date in Amend mode. Changing the end date of the termremoves all future schedules and items associated with it as long as there are noapproved schedules. This change also renormalizes the term.

You cannot update the Start Date field once the lease has been finalized.

You can change information using the edit and amend features in the following fieldson the Term Details window:

• Annual/Area


• Supplier Name (Pay tabbed region)

You can update this field in draft and finalized leases. The changes are reflected inall unexported items.

• Supplier Site (Pay tabbed region)


• Customer Name (Bill tabbed region)


• Customer Bill-to Site (Bill tabbed region)

Leases 4-81


• Tax Group


• Tax Code


Related Topics

Modifying Leases, page 4-86

Lease Amendments

You create an amendment to your lease information in Property Manager when thetenant and landlord have executed an amendment to the lease. An amendment usuallydescribes agreements between the landlord and tenant that are not in the originallease. These agreements may cover changes to the original lease terms, or they maycover new lease terms that do not appear in the lease itself.

For example, if the original lease did not include a provision covering payment ofinsurance, and the landlord and tenant agree that the tenant will pay for liabilityinsurance, they can create an amendment that reflects the new agreement. You can thenupdate your Property Manager information using the Amendment feature.

When you create an amendment in Property Manager you name the amendment, andidentify its execution, commencement, and termination dates. Choose a name for theamendment that will indicate its connection to the lease. For example, if the name ofthe location is National Trade Center, and the name of the lease is NTC, you could namethe amendment NTC-a.

Depending upon how Property Manager is implemented at your site, either you or theProperty Manager system will assign a number to the lease amendment. You enter anexecution date, a commencement date, and a termination date for the amendment. Thedates for the amendment must fall within the range of dates defined for the lease. Youalso enter the name of the person who abstracted the amendment, and the name of theperson to whom the amendment is assigned. Renormalization is the same using eitherthe edit or amend function. Renormalization occurs for all schedules in Draft status.

Note: The information that identifies the amendment applies only tothe amendment itself, not to the original lease.

Lease Edits

You edit a lease when you need to make changes or additions to the lease as aresult of an error or omission that was made when the lease information wasoriginally entered. When you edit a lease the new information becomes part of thelease information. Unlike lease amendments, edits are not identified by a name ornumber. Renormalization occurs the same as it does in an amendment.


Lease Status Changes

Changing Lease Status from Active to Month-to-Month

When you change the lease status from Active to Month-to-Month, the ExtensionEnd Date field becomes required and the Termination Date field is disabled. Theextension end date cannot be earlier than the lease termination date. When you savethe changes, payment schedules and billing items are created for the new period thathas been added.

When the lease status changes from Active to Month-to-Month, not-normalized paymentor billing terms are extended only if the extension does not overlap with an approvedschedule. Otherwise, a new not-normalized item is created. The schedule day for thenew term would be the same as the original term.

For existing normalized terms with an end date that is the same as the lease terminationdate, Property Manager creates a new term with the Normalized check box unchecked.

Note: Property Manager does not allow normalized terms to be createdwhen the lease status is changed to Month-to-Month or Holdover, incompliance with FASB 13.

Example of Changing Lease Status from Active to Month-to-Month

Scenario 1

You have an active, finalized, direct lease with commencement and termination datesof 01-JAN-02 and 31-DEC-02. This lease has three payment terms, as shown in thefollowing table:

Term Start Date End Date Normalized Amount Frequency Term Type

1 01-JAN-02 31-DEC-02 Yes $1000 Monthly Base Rent

2 01-JAN-02 31-DEC-02 No $3000 Quarterly OperatingExpenses

3 01-JAN-02 31-OCT-02 No $500 Monthly MaintenanceCharge

Using the amendment function, you change the lease status from Active toMonth-to-Month, and enter an extension end date of 03-31-03. Assuming all schedules in2002 have been approved, Property Manager updates the lease status to Month-to-Monthand creates new payment terms and corresponding schedules and items as shownin the following table:

Leases 4-83



2 01-JAN-02 31-MAR-03 No $3000 Quarterly OperatingExpenses


4 01-JAN-03 31-MAR-03 No $1000 Monthly Base Rent

The above table shows the changes in the payment terms of the lease. Term 4, notnormalized, was created as a result of the lease status change. This term is the same asterm 1, except that this new term is not normalized. The end date of term 2 changedfrom 31-DEC-02 to 31-MAR-03. Term 3 was not selected because the end date of thisterm did not coincide with the original lease termination date.

If the lease is amended and the extension end date changed from 31-MAR-03 to15-APR-03, and none of the schedules have been approved, the changes shown in thefollowing table occur:



2 01-JAN-02 15-APR-03 No $3000 Quarterly OperatingExpenses


4 01-JAN-03 15-APR-03 No $1000 Monthly Base Rent

In the above table, Property Manager did not pick up terms 1 and 3, since their end datesdid not coincide with the old extension end date of 31-MAR-03.

Changing Lease Status from Active to Terminated

If a lease is terminated and the termination date is unchanged, there is no change tothe lease. If an earlier termination date is entered, then Property Manager end dates allbilling terms and index rents associated with that date.

When a lease is terminated early, the lease termination date must be greater than the dateof the last approved schedule. For each record that is terminated early, the expirationdate for the associated tenancies, the index rent and the variable rent terminationdates, and the billing or payment term end dates are all terminated early to the dateentered in the Termination Date field.

Renormalization is performed to the new termination date and not the extension date asfollows:

• For original lease terms, renormalization is performed from the later of the leasecommencement date and the first unapproved schedule to the lease termination date.


• For normalized terms added through lease amendment, renormalization isperformed from the later of the amendment commencement date and the firstunapproved schedule to the lease termination date.

It is possible to move from a Terminated status back to one of the other statuses. Ifyou reinstate an early-terminated lease to Active, you must manually reinstate theearly-terminated terms of the lease, index rent, and variable rent. Property Managerdoes not automatically reverse bills and associated accounting and straightline impact ifthe lease is terminated earlier than the last transferred schedule.

Changing Lease Status from Month-to-Month to Active

When changing from Month-to-Month status to Active status, the billing terms, rentindex, and variable rent, as well as any tenancies must be set up or extended. You arerequired to change the lease termination date. The Extension End Date field is disabled.

Related Topics

Modifying Leases, page 4-86



Transactions and History

Transactions

Each amendment that you do is a separate transaction. Property Manager keeps a recordof all transactions that are done for every lease. This record is linked to the lease, sothat when you view lease information, you can also view any amendments. Thetransaction record can provide you with an audit trail of changes and additions thatwere made to a lease.

The upper region of the Transactions window displays a summary of all transactionsfor an individual lease. It shows the type of transaction (amendment), the date of thetransaction, and the name of the user who did the transaction.

The tabbed regions of the Transactions window are linked to the transaction records inthe upper region. When you select a transaction record, each tabbed region shows thechanges, if any, that were made as part of the selected transaction.

To view transaction information

1. In the Navigator window, choose Leases and Documents:Main Lease:View LeaseHistory.

2. Query the leases for which you want to view transaction information.

3. On the Leases window, select the lease for which you want to view transactioninformation.

4. Choose the Transactions button to bring up the Transactions window.

History

If you make a change to any of the terms in a tabbed region, Property Manager will keeptrack of the previous terms as well as the current terms. When you choose the History

Leases 4-85

button in the Transactions window, Property Manager displays the information in theselected tabbed region that was effective immediately prior to the current information.

To view transaction history information

1. Navigate to the Transactions window.

2. Select the transaction for which you want to view history information.

3. Choose the History button to bring up the Lease Details History window.

Related Topics

Lease Modifications, page 4-79

Modifying LeasesYou can edit or amend a lease that you have saved with Final status. You can change theinformation in most of the fields in the Leases window, however, the information insome fields is permanent. See: Tabbed Regions Reference for Lease, Edit Lease, andAmend Lease Windows, page 4-93.

If you change the lease name or number using the edit function, you can track thehistory of those changes in the Lease Details History window. The Lease Details Historywindow shows both the before and after lease name and number.

You cannot change the lease status using the Edit function.

Prerequisite:

• Enter lease information in the Leases window, change the status to Final, and savethe lease.

To edit a lease:1. In the Find Leases window, perform a query to find the lease that you want to edit.

2. Select the lease that you want to edit, then choose the Edit button to display the EditLease window.


3. Select the tabbed region that contains the fields to which you want make changesor additions.

4. Change previously entered information and add new lease terms as necessary.

Note: You can add new payment or billing terms if the start andend dates of the new term fall within the commencement andtermination dates of the lease, and no approved payment schedulealready covers the same period as the payment or billing term. Youcan add payment/billing terms as long as the start date post datesthe last approved schedule.

5. Save your work.

To amend a lease:1. In the Find Leases window, perform a query to display the lease that you want

to amend.

2. Select the lease that you want to amend and then choose the Amend button todisplay the Amend Lease window.

Leases 4-87

3. Change previously entered information and add new lease terms as necessary.

Note: You can add new payment or billing terms if the start andend dates of the new term fall within the commencement andtermination dates of the lease, and no approved payment schedulealready covers the same period as the payment or billing term. Youcan add payment/billing terms as long as the start date post datesthe last approved schedule.

4. Save your work.

Related TopicsLease and Edit Lease Windows Reference, page 4-91


Editing or Amending a Normalized Payment or Billing Term, page 4-70

Reviewing LeasesYou can inquire on a lease to review basic information for the lease. You can also viewany amendments, transaction history, or payments/billings.

To review lease information:1. View your lease by navigating to the Find Leases window and entering search

criteria to retrieve the lease you want to view.


When you press the Find button, the Leases window displays all of the leases thatmeet your search criteria. At the bottom of the window are four buttons that enableyou to view different information about the lease you select.

2. In the Leases window view information for the lease by choosing a button, asshown in the following table:

Leases 4-89

Choose this button... To view...

Transactions Information on all transactions, bothamendments and edits, that have been doneon the lease.

Amendments Information on all the amendments thathave been created.

Edits Information on all the edits that have beendone.

Open General lease information, includinginformation that was entered in the tabbedregions of the Leases window. You canview lease information as of a particulardate by entering a date in the Date Effectivefield. The default for this field is the currentdate.

Related TopicsSearching for Information, Oracle Applications User's Guide



Leases WindowsOracle Property Manager includes four windows that are used for entering anddisplaying lease information.


• Leases window. You can use the Leases window to set up a new lease, and to viewmultiple leases. The information in the Leases window is identical to the informationin the header and Details tabbed region of the Lease window.

• Lease window. The Lease window displays detailed information from a singlelease. The information in the header and the Details tabbed region of the Leasewindow is identical to the information in the Leases window, so you can also use theLease window to set up a new lease.

• Edit Lease window. The Edit Lease window includes the same information that is inthe Lease window. However, you use the Edit Lease window to enter changes andadditions to lease information that you entered and saved previously.

Note: The Lease window and the Edit Lease window include thesame fields, but each window is used for a different purpose. Youuse the Lease window to enter lease terms for new leases. You usethe Edit Lease window to make changes or additions to informationin existing leases. The information in the headers of these windowscannot be changed after the lease has been finalized and saved, withthe exception of the lease name and lease number. You can change


the lease name and lease number using the Edit function after alease has been finalized. For details on the tabbed regions of thiswindow, see Tabbed Regions Reference for Lease, Edit Lease, andAmend Lease Windows , page 4-93

• Amend Lease window. Use this window to enter information from a leaseamendment.

Note: The Lease, Edit Lease, and Amend Lease windows includethe same tabbed regions. To create accurate lease records, useeach of these windows for its designated purpose. For detailedinformation on the tabbed regions of these windows, see TabbedRegions Reference for Lease, Edit Lease, and Amend LeaseWindows , page 4-93

Related TopicsLease and Edit Lease Windows Reference, page 4-91



Lease and Edit Lease Windows ReferenceThe Lease and Edit Lease windows include the same headers and tabbed regions. Fordetails on the tabbed regions of this window, see Tabbed Regions Reference forLease, Edit Lease, and Amend Lease Windows, page 4-93.

Abstracted By: The name of the person who enters lease information in Oracle PropertyManager.

Class: Indicates your role as it is defined in the lease you are abstracting. The leaseclass that you select also determines whether you will use the Payments feature or theBillings feature. See: Entering Payment Information, page 4-40 and Entering BillingInformation, page 4-51.

• Select the Direct lease class if you are the tenant. The Direct lease class enables thePayments feature. The location to which the lease is assigned must have a tenure ofMixed, Managed, Leased, or Owned.

• Select the Third Party lease class if you are the landlord. The Third Party lease classenables the Billings feature. The location to which the lease is assigned must have atenure of Mixed, Managed, or Owned.

• Select the Sublease lease class if you are subleasing the property to a subtenant. Thesublease class enables the Billings feature. You can have up to two subleases for alease. For example, a landlord leases to tenant 1. Tenant 1 subleases to tenant2. Tenant 2 subleases to tenant 3 (this is a sub-sublease).

Important: When you select the Sublease class for the lease youare abstracting, your role in that lease is landlord, and the lease isbetween you and the subtenant.

Note: When you sublease a property, you are a party to twoleases: the lease in which you are a tenant, and the lease in which

Leases 4-91

you are a landlord. You abstract the lease in which your role is tenantfirst, then you abstract the lease in which your role is landlord. Thefirst lease, in which you are the tenant, is then known as the masterlease in reference to the second lease, in which your role is landlord.

Master Lease: The name of the original lease between you and the landlord, in whichyou are the tenant. You designate a master lease when you have chosen Sublease as theLease Class of your current lease.

Note: The lease which you want to designate as the master leasemust first be entered, finalized, and saved as a unique lease in OracleProperty Manager.

Name: The name of the lease. Create a lease name that conforms to your organization’snaming standards.

Number: The number that identifies the lease. If Oracle Property Manager does notautomatically assign it, enter a unique lease number.

Approval Status: Indicates if your lease information is in draft or final form.

• Draft: the default lease status when you first open the Leases window. As long asthe lease is in Draft status, you can change the information you have entered, andenter additional information, without having to amend or edit the lease. When yousave a lease in Draft status, Oracle Property Manager saves all the information thatyou entered, but does not generate any payment or billing schedules.

• Final: If you have entered payment or billing items in the tabbed region of theLeases window, you will generate scheduled payments or scheduled billings whenyou finalize and save the lease. After you change the status to Final and save thelease, you must either create an Amendment or perform an Edit to make mostchanges to your lease information. You can change the lease name and lease numberwithout creating an edited or amended version of the lease.

Change the status from draft to final when you have finished abstracting thelease, including the information in the relevant tabbed regions.

Type: Indicates how rent is calculated. Some common lease types arepercentage, gross, and net leases. The lease type is informational and does not affectfunctionality.

Lease Status: Lease status determines the relationship between the lessor and lessee. Theselections available for lease status include the following:

• Month-to-Month. A tenancy whereby a lessee retains possession of leased propertyafter the lease has expired after which the tenant leases the property for one monthat a time.

• Holdover. A tenancy whereby a lessee retains possession of leased property afterthe lease has expired and the landlord, by continuing to accept rent, agrees to thetenant’s continued occupancy as defined by state law.

• Terminated. A lease status of Terminated occurs after the lease end date. Thisstatus also applies if you use the amend process to terminate a lease prior to thelease end date.

• Active. A lease status of Active applies to leases that are within their lease termrange. The default status is Active.



Amend Lease Window ReferenceIn the header of the Amend Lease window you enter information that identifies anddefines the lease amendment. For details on the tabbed regions of this window, seeTabbed Regions Reference for Lease, Edit Lease, and Amend Lease Windows, page 4-93.

Name: The name of the amendment. You can name amendments according to thenaming conventions used by your organization.

Number: If the PN: Automatic Amendment Number profile option is set to Yes, this fieldis display only, and Property Manager assigns the amendment number. Otherwise, youenter this number manually.

Dates: Execution: The date that the amendment is executed, as stated in theamendment. If no execution date is stated in the amendment, the date the amendmentwas signed may also be the execution date.

Dates: Commencement: The date that the lease amendment begins.

Dates: Termination: The date that the lease amendment ends.

Dates: Term: Property Manager calculates the duration of the lease amendment indays, based on the commencement and termination dates that you enter. This field isdisplay only.

User: Abstracted By: The name of the person who creates the amendment to the lease.

User: Assigned to: The name of the person to whom responsibility for the amendmentis assigned.


Tabbed Regions Reference for Lease, Edit Lease, and Amend LeaseWindows

The Lease, Edit Lease, and Amend Lease windows include these tabbed regions:

• Billings, page 4-102

• Contacts, page 4-96

• Details, page 4-94

• Insurance, page 4-99

• Locations, page 4-96

• Notes, page 4-104

• Options, page 4-100

• Payments, page 4-101

• Rights and Obligations, page 4-99

Leases 4-93

You choose the Lease, Edit Lease, or Amend Lease window to enter lease informationdepending upon whether you are setting up a new lease, editing an existing lease, oradding an amendment to an existing lease.

Note: All fields in the tabbed regions are amendable and editable at anytime with the following exceptions:

• Details tab: You can edit only the following fields after a lease isfinalized: account, user responsible.

• Payments and Billings tabs: After a lease has been finalized andsaved, you cannot make edits to existing items. However, you canadd new items.

Details Tabbed RegionKey Lease Dates: Execution: The lease date as stated in the lease. If no lease date isstated, the date the lease was signed may also be the execution date.

Key Lease Dates: Commencement: The date that the lease begins.

Key Lease Dates: Termination: The date that the lease ends. You can change thetermination date only through the amend process. You can terminate a lease early ifthere are not any approved schedules after the termination date. When you extend alease, the system changes the end date of all terms from the old termination date to thenew termination date. When the lease status is changed to Active or Terminated, thisfield becomes required and the Extension End Date Field becomes display only.

Expense Account: This field is visible only for payments. The General Ledger expenseaccount. This field is required for normalized terms.

Liability Account: This field is visible only for payments. The General Ledger liabilityaccount. This field is required for normalized terms.

Accrued Liability Account: This field is visible only for payments. The General Ledgeraccrued liability account. This field is required for both normalized and non-normalizedterms.

Revenue Account: This field is visible only for billings. Requirements for this fielddepend on the value of the PN: Export Distributions to Receivables profile option:

• All Terms: Required for both normalized and non-normalized terms.

• Normalized Terms Only: Required for normalized terms. This field is not requiredfor non-normalized terms, however, if you enter a Receivable account for anon-normalized term, you must also enter a Revenue Account.

• None: This field is optional. If you choose to enter any accounting information fornormalized terms, you must enter all three accounts (Revenue, Receivable, andAccrued Asset). If you choose to enter any accounting information fornon-normalized terms, you must enter a Revenue and Receivable account.

Receivable Account: This field is visible only for billings. Requirements for this fielddepend on the value of the PN: Export Distributions to Receivables profile option:

• All Terms: Required for both normalized and non-normalized terms.

• Normalized Terms Only: Required for normalized terms. This field is notrequired for non-normalized terms, however, if you enter a Revenue account for anon-normalized term, you must also enter a Receivable Account.


• None: This field is optional. If you choose to enter any accounting information fornormalized terms, you must enter all three accounts (Revenue, Receivable, andAccrued Asset). If you choose to enter any accounting information fornon-normalized terms, you must enter a Revenue and Receivable account.

Accrued Asset Account: This field is visible only for billings. Requirements for this fielddepend on the value of the PN: Export Distributions to Receivables profile option:

• All Terms: Required for normalized terms.

• Normalized Terms Only: Required for normalized terms.

• None: This field is optional. If you choose to enter any accounting information fornormalized terms, you must enter all three accounts (Revenue, Receivable, andAccrued Asset).

Lease Term: The duration of the lease in terms of years, months, and days.

Note: Property Manager calculates the duration of the lease based onthe commencement and termination dates that you enter. So, you canenter either the Commencement Date and the Termination Date or theCommencement Date and the Lease Term. The other fields will beupdated automatically. If you change the Commencement Date, theTermination Date will be changed automatically, but not vice versa.

User Responsible: The name of the person responsible for administering the lease.

Proration Rule: Enter the timing you want to use for prorating rent amounts when alease begins or ends in the middle of a period. For example, a lease has a monthlyrent of $3000. If you choose 365 Days/Year, for fifteen days of a 30 day month, therent is $1479.45 and if you choose Days/Month, the rent is $1,500. Property Managerhas three proration rules.

• 365 Days/Year: Yearly rent/no. of days (365) = daily rent

For example, a lease has a monthly rent of $3000. If you choose 365 Days/Year, forfifteen days of a 30 day month, the rent is $1479.45 ($36,000/365 x 15 = 1479.45).

• 360 Days/Year: Yearly rent/no. of days (360) = daily rent

For example, a lease has a monthly rent of $3000. If you choose 360 Days/Year, forfifteen days of a 30 day month, the rent is $1500 ($36,000/360 x 15 = 1500).

• Days/Month: Monthly rent/days per month = daily rent

For example, a lease has a monthly rent of $3000. If you choose Days/Month, forfifteen days of a 30 day month, the rent is $1500 ($3000/30 x 15 = 1500).

Note: Property Manager counts days starting with and includingthe start date, so January 15 until January 31 is 17 days, not 16.

Invoice Grouping Name: Enter the name of the invoice grouping rule you want to usefor grouping the payment or billing items that belong to the lease terms. This is anoptional field, and the default value is blank.

Term Template: Select the term template to be used for the lease.

Functional Currency: The default for the functional currency is based on the GeneralLedger set of books that is entered in the profile options. This field is display only.

Leases 4-95

Extension End Date: This field is enabled only when the lease status is Month-to-Monthor Holdover. The extension end date cannot be less than the lease termination date.

Contacts Tabbed RegionThe values you enter in the Contacts region fields come from information you enterwhen you set up contacts. Contact information cannot be edited here. See SettingUp Contacts, page 3-2.

Role: The function that a particular company has in connection with the property. Someexamples of company roles are Landlord, Broker, and Property Manager.

Company Name: The name of a service provider company that is associated withthe property.

Site: The specific location of the company from which it performs the named role. Thecontact site can also be the company’s bill-to address.

Active: Indicates if a particular contact is active. You may want to indicate that a contactis no longer active if, for example, the company was replaced with a different companyduring the course of the lease.

Locations Tabbed RegionType: The type of location covered by the lease, such as Building, Floor, or Office.

Code: The location code assigned by Oracle Property Manager when you set up thelocation.

Primary: If a lease covers more than one location, you can use this check box to indicatewhich location is the primary location for this lease. A primary location can also be thelocation to which mail should be sent. There can be more than one primary location fora lease.

Usage: The anticipated use of the leased space, for example retail space or office space.

Share: The percentage of a location covered by the lease. For example, if you are rentingfive floors of a 10-floor building, you can enter 50% as the Share.

Estimated Occupancy Date: The first date when you expect the location to be occupied.

Actual Occupancy Date: The first date when the location is occupied. You canassociate more than one lease with a single location provided the occupancy dates donot overlap. To allow overlapping lease dates for a single location, the Multi-LeaseTenancy system option must be set to Yes. See Defining Property Manager SystemOptions, page 2-14.

Expiration Date: The date the occupancy ends. The Location Expiration Date wouldtypically be the same as the Lease Expiration Date, and by default is set to equal theLease Expiration Date. However, you may edit this value to have the occupancy endbefore or after the lease ends.

Note: You may be able to sublease a location even if this check box isnot checked.

Recovery Type: This field is enabled for billing leases and is a user defined lookupattribute that describes the usability of a particular space by a certain type of tenant, such


as Major, Specialty, Freestanding, Kiosk, or Food Court. See Recovery Field References,page 8-52.

Recovery Space Standard: This field is enabled for billing leases and is theclassification, usually Internal or External, of a location used in the recovery process. SeeRecovery Field References, page 8-52.

Financial Obligation End Date: This field is enabled for billing leases. and is the datethat the obligation to provide the service ends. See Obligations Tabbed Region, page 4-99.

Customer Name: This field is enabled for billing leases. See Billings Tabbed Region,page 4-102.

Note: A location is automatically assigned to a customer when youadd a location, with a customer, to a third party lease. See: AssigningSpace to Customers, page 4-12.

Bill to Site: This field is enabled in the for billing leases. See Billings Tabbed Region,page 4-102.

Location Rentable Area: The rentable area of the leased location as defined in theLocation window as of the occupancy actual start date. This field is display only.

Location Usable Area: The usable area of the leased location as defined in the Locationwindow as of the occupancy actual start date. This field is display only.

Location Assignable Area: The assignable area of the leased location defined in theLocation window as of the occupancy actual start date. This field cannot be null and isdisplay only.

Lease Rentable Area: The rentable area of the leased location per the agreement betweenthe lessee and lessor. This value may be different than that of the location rentable area.

This field is editable even in a finalized lease. If the value is changed, the lease loadfactor and variance fields are updated. In addition, if the Area Type value within thePayments or Billings tabbed regions is Lease Rentable Area, any new term createdwill be based on the new changed value of the lease rentable area, although existingpayment or billing terms will not be affected.

Ordinarily, the default for this field is null. However, if the value of the Default LocationAreas for Lease system option is set to Yes, the field will be populated with the locationrentable area. See Defining System Options page , page 2-14 The value of this fieldcannot be negative. It is not a required field.

Lease Usable Area: The usable area of the leased location per the agreement between thelessee and lessor. This value may be different than that of the location usable area.

The value of the lease usable area may be input directly or will be calculated by thesystem if both the lease rentable area and the lease load factor are entered. The user mayenter the lease rentable area and either a lease load factor or the lease usable area. Thesystem will calculate the other.

This field can be changed, even in a finalized lease. If it is changed, the lease loadfactor and variance fields are updated. In addition, if the Area Type value within thePayments or Billings tabbed regions is Lease Usable Area, any new term created will bebased on the new changed value of the lease rentable area, although existing payment orbilling terms will not be affected.

Leases 4-97

Ordinarily, the default for this field is null. However, if the value of the Default LocationAreas for Lease system option is set to Yes, the field will be populated with the locationusable area by default. See Defining System Options page , page 2-14.

The value of this field cannot be negative. It is not a required field.

Lease Assignable Area: The assignable area of the leased location per the agreementbetween the lessee and lessor. This value may be different than that of the locationassignable area.

This field can be changed, even in a finalized lease. If it is changed, the variancefield is updated. In addition, if the Area Type value within the Payments or Billingstabbed regions is Lease Assignable Area, any new term created will be based on thenew changed value of the lease assignable area, although existing payment or billingterms will not be affected.

Ordinarily, the default for this field is null. However, if the value of the Default LocationAreas for Lease system option is set to Yes, the field will be populated with the locationusable area by default. See Defining System Options page , page 2-14. The value of thisfield cannot be negative. It is not a required field.

Rentable Area Variance: This field calculates the variance between the lease rentablearea and the location rentable area as a percentage. If the area fields have not beenpopulated, the variance is null. This field is display only and is calculated as follows:

((Location Rentable Area - Lease Rentable Area) /Lease Rentable Area) * 100

Usable Area Variance: This field calculates the variance between the lease usablearea and the location usable area as a percentage. If the area fields have not beenpopulated, the variance is null. This field is display only and is calculated as follows:

((Location Usable Area - Lease Usable Area) /Lease Usable Area) * 100

Assignable Area Variance: This field calculates the variance between the lease assignablearea and the location assignable area as a percentage. If the area fields have not beenpopulated, the variance is null. This field is display only and is calculated as follows:

((Location Assignable Area - Lease Assignable Area) /Lease Assignable Area) * 100

Location Load Factor: Property Manager calculates this display only field as of theoccupancy start date using the following formula:

Location Load Factor = Location Rentable Area /Location Usable Area - 1

Lease Load Factor: The lease load factor per the agreement between the lessee andlessor. This value could be different than that of the location load factor. It is defined asfollows:

Lease Load Factor = Lease Rentable Area /Lease Usable Area - 1

You may enter the value directly or allow the system to calculate it based on the valueentered for Lease Usable Area. The user may enter the lease rentable area and either alease load factor or the lease usable area. The system will calculate the other. The systemwill not modify the lease rentable area. This field is updatable, even in finalized leases.

Load Factor Variance: This field calculates the variance between the lease load factorand the location load factor as a percentage. If the Lease Load Factor or Location LoadFactor is null, the variance is null. This field is display only and is calculated as follows:

((Location Assignable Area - Lease Assignable Area) /Lease Assignable Area) * 100


Region: The name of the region in which the property is located, if you assigned theproperty to a region when you set up the location. This field is display only.

Office Park: The name of the office park, if you assigned the property to an office parkwhen you set up the location. This field is display only.

Building/Land: The name of the building associated with the location code. This field isdisplay only.

Floor/Parcel: The name of the floor associated with the location code. This field isdisplay only.

Office/Section: The name of the office associated with the location code. This field isdisplay only.

Related Topics

Managing Properties, page 3-1

Insurance Tabbed RegionType: The type of insurance. Some examples of insurance types are fire, liability, andpersonal injury.

Insurer Name: The name of the insurance company as stated in the insurance policy.

Policy Number: The insurance policy number.

Active check box: Indicates if a particular insurance policy is active. You may want toindicate that a policy is no longer active if, for example, the policy was replaced with onefrom a different company during the course of the lease.

Dates: Start: The date that insurance coverage under this policy begins.

Dates: Expiration: The date that insurance coverage under this policy ends.

Coverage Amount: Required: The cost of the insurance coverage required by law forthis type of risk.

Coverage Amount: Purchased: The cost of the insurance coverage actually purchasedunder this policy.

Rights and Obligations Tabbed Region

Rights region

Num: Line number for the right.

Type: Type of right that you are listing. For example, right to sublease or roof rights. Theappropriate person in your group defines the right types that your company uses inthe Lookups window.

Grant Code: Indicates whether the lease specifically bestows the right upon the tenant.

Reference: The paragraph in the lease that references the terms of this right.

Comments: Enter comments about the right for your own reference. For example, youmight want to indicate if the language is ambiguous or unusual.

Leases 4-99

Obligations region

Num: Row number of the obligation. Assigned by Property Manager after you save therecord.

Type: Category of the responsibility. The appropriate person in your organizationmaintains the list of valid values in the Lookups window. For example, your companymight define the Maintenance type for gardening and painting and the Expense type forheating and electricity.

Service Provider Name: If a service provider, such as a gardener or security firm willprovide services for this obligation, select the name of the provider. If the serviceprovider is not on the list, then ask the appropriate person in your organization to setit up in the Service Providers window.

Common Area: Indicates who is responsible for the common area in a rented space.

Start Date: The date that the obligation to provide the service begins.

End Date: The date that the obligation to provide the service ends.

Reference: Enter the paragraph or section in the original lease that describes theobligation so you can easily reference it.

Responsibility Type: The specific obligation. Indicates the person or job typeresponsible for a particular task, for example, landlord, tenant, or contractor.

Financial Responsibility: If a cost is associated with this obligation, the partyresponsible for paying it.

Maintenance Responsibility: If the obligation is for maintenance, enter the partyresponsible for supervising or coordinating work with the service provider. Forexample, if the landlord schedules and oversees the work of the landscape serviceprovider, enter Landlord.

Active: check box This is a display-only field and shows if the service provider is stillactive. Service provider active status is maintained by the appropriate person in yourorganization in the Service Providers window.

Responsibility %: If a cost is associated with this obligation, the percentage that theresponsible party is obligated to pay. If there is more than one responsible party, createa record for each party for this obligation and assign the appropriate percentage toeach record.

Comments: Add any comments for your reference.

Related Topics



Options Tabbed RegionNum: The number assigned to the option by Property Manager.

Option Type: The type of option. Some examples of option types arerenewal, purchase, and early termination. This list is maintained in the Lookups windowby the appropriate person in your organization.

Start Date: The first date the option can be exercised.


End Date: The last date the option can be exercised.

Term: The system displays the length of the term in the time units that your companyuses. For example, if your company uses years and the Start Date is Jan 1, 2001, and theEnd Date is Jan 1, 2002, then the system will enter 1 in this field.

Reference: Enter the paragraph in the original lease that describes the option so youcan easily reference it.

Status: The current status of the option, for example, Exercised, Not Exercised, or NoAction. You can update the status of an option by amending or editing the lease.

Notice Given check box: If the option requires notice from one party to the other, checkthis check box to indicate that the notice was given.

Option Size: The amount of additional space you are adding by exercising the option, ifthe option is for expansion of the leased space. For example, if the option size is 1000square feet, enter 1000 here and square feet in the UOM field.

Exercise Begins/Ends: First and last dates that notifications can be sent to thelandlord. This value defaults to the Milestones Action Begin and Action Due datesrespectively.

Action Taken Date: Date that an action was taken on an option. For example, the datethat a tenant notifies the landlord that he will exercise the option.

UOM: Units of measurement for additional space you are adding by exercising theoption, if the option is for expansion of the leased space.

Cost: The cost of the option, if it is exercised. Examples are $2 per square foot, or 95% offair market value.

Currency: Currency in which the option cost is denominated. The currency of thelease defaults.

Area Change: Area that will be increased or decreased related to anexpansion, contraction, or must take option right.

Payments Tabbed RegionDate From/To: Date range used to filter payment records.

Term Template: The term template to be used for the transaction. Terms that aredefaulted into the lease can be modified.

Location: Enter any of the locations defined in the Locations tabbed region.

Purpose: The reason for the payment.

Type: The type of payment which is being made.

Note: When the type of payment is Prepayment, the Start Date andthe End Date must be identical.

Frequency: How often the scheduled payment is to be made.

Normalize check box: Check this option if this payment should benormalized. Normalization spreads the cost over the life of the lease to accuratelyreflect its expense or revenue over the whole contract period. For more information onnormalizing payments, see Normalizing Payments or Billings, page 4-65.

Leases 4-101

Schedule Day: The day of the month for which schedules should be created. Thevalue must be between 1 and 28.

Start Date: The first date of the period covered by the payment. For non-normalizedterms, you can enter a start date that is earlier than the lease commencement date, butyou will receive a warning message.

End Date: The last date of the period covered by the payment. For non-normalizedterms, you can enter an end date that is later than the lease termination date, but youwill receive a warning message.

Supplier Name: The name of the supplier. Supplier names are set up in the EnterSuppliers window.

Supplier Site: The location of the supplier. Supplier sites are set up in the EnterSuppliers window.

Customer Name: This field is enabled in the Billings feature. See Billings Tabbed Region,page 4-102.

Bill to Site: This field is enabled in the Billings feature. See Billings Tabbed Region,page 4-102.

Ship to Site: This field is enabled in the Billings feature. See Billings Tabbed Region,page 4-102.

Estimated Amount: The amount of the payment, estimated before the payment isactually made. You can use this field for payment types that you estimate in advanceof making the actual payment, such as taxes and operating expenses. For normalizedterms, you cannot enter an amount in this field.

Actual Amount: The actual amount of the payment to be made. If you enter an amounthere, Property Manager calculated the annual/area amount.

Target Date: The date for which the payment is being made. For example, if a securitydeposit is paid in January, and the payment is intended to cover the last month’s rentthat is due the following December, the Target Date would be 01-DEC (YYYY).

Note: The Target Date field is only enabled when the Type of payment isPrepayment.

Annual Amount: This amount is calculated as actual amount x frequency. If no locationis specified, this field is disabled.

Area: The rentable area, defaulted from the rentable area associated with the primarylocation. This field is view only.

Annual/Area: This is a user-entered or calculated field indicating annual/rentablearea. If you enter an amount here, Property Manager calculates the actual amount. Thisfield is disabled if there is no location associated with a term.

Invoice Grouping Name: Enter the name of the invoice grouping rule you want to usefor grouping the payment items that belong to the lease payment terms. This is anoptional field, and the default value is blank.

Billings Tabbed RegionDate From/To: Date range used to filter billing records.


Term Template: The term template to be used for the transaction. Terms that aredefaulted into the lease can be modified.

Location: Enter any of the locations defined in the Locations tabbed region.

Purpose: The purpose for which the payment is made.

Type: The type of payment which is being billed.

Note: When the type of payment is Prepayment, the Start Date andthe End Date must be identical.

Frequency: The period over which payments are due.

Note: If the type of payment is Prepayment, the Frequency must beOne Time.

Normalize: check box: Check this option if this billing should benormalized. Normalization spreads the cost over the life of the lease to accuratelyreflect its expense or revenue over the whole contract period. For more information onnormalizing payments, see Normalizing Payments or Billings, page 4-65.

Schedule Day: The day of the month for which schedules should be created. Thevalue must be between 1 and 28.

Start Date: The date of the beginning of the billing schedule. For non-normalizedterms, you can enter a start date that is earlier than the lease commencement date, butyou will receive a warning message.

End Date: The date the final payment is due. For non-normalized terms, you canenter an end date that is later than the lease termination date, but you will receive awarning message.

Supplier Name: This field is enabled in the Payments feature. See Payments TabbedRegion, page 4-101

Supplier Site: This field is enabled in the Payments feature. See Payments TabbedRegion, page 4-101

Customer Name: The name of the payer. You can enter customer information in theCustomers windows.

Customer Bill to Site: The customer location to which bills are sent.

Ship to Site: The customer location where merchandise is sent.

Estimated Amount: The estimated amount of the payment due. For normalizedterms, you cannot enter an amount in this field.

Actual Amount: The amount of the payment received.

Target Date: The date for which the received payment is being made. For example, if apayment for a security deposit is received in January, and the payment is intended tocover the last month’s rent in December, the Target Date would be 01-DEC (YYYY).

Note: The Target Date field is only enabled when the type of payment isPrepayment.

Annual Amount: The view only annual amount for the billing. This amount is calculatedas actual amount x frequency. If no location is specified, this field has no value.

Leases 4-103

Area: The rentable area, defaulted from the rentable area associated with the locationspecified for a term. This field is view only.

Annual/Area: This is a user-entered or calculated field indicating annual/rentablearea. If you enter an amount here, Property Manager calculates the actual amount. Thisfield is disabled if there is no location associated with a term.

Notes Tabbed RegionYou can enter Notes whether the status of the lease is Draft or Final.

Type: Select the type of note from lookups.

Date: The date that you enter your notes.

User: The user name of the user who enters the note. This field is display only.

Description: Any notes about the lease.

Lease Milestones Window ReferenceOracle Property Manager includes a Milestones feature in these Leases windows tabbedregions:

• Details

• Insurance

• Options

• Payments

• Billings

When you choose the Milestones button in any of these tabbed regions, the Milestoneswindow for that specific tabbed region opens, and displays these fields:

Action Due Date: The date by which the required action for the milestone must becompleted.

Lead Days: The estimated number of days it will take to complete the required actionfor this milestone. The milestone notification will be sent this many days before theAction Due Date.

Responsible User: The user name of the person responsible for taking action on themilestone.

Type: The type of Milestone, from the Milestone lookups.

Frequency: The number of days between milestone notifications. Entering "1" in thisfield generates a notification every day. Entering "2" generates a notification everyother day.

Note: To generate automatic notification of milestones, Oracle Alert or asimilar notification system must be installed.

Begin Date: The first date that a notification regarding this milestone will begenerated. Oracle Property Manager calculates the Notification Date as the Action DueDate minus the number of Lead Days. This field is display only.


Term Details Window ReferencePurpose: The reason for the payment. Defaulted from the Payment/Billing tabbedregion on the Lease window. This field is required.

Rent Type: The type of payment being made, for example, base rent. This informationis defaulted from the Payment/Billing tabbed region on the Lease window. This fieldis required.

Frequency: How often the scheduled payment is to be made. This information isdefaulted from the Payment/Billing tabbed region on the Lease window. This fieldis required.

Estimated: The estimated amount of the payment/billing. This information is defaultedfrom the Payment/Billing tabbed region on the Lease window.

Actual: The actual amount of the payment to be made. This field is required if there is novalue in the Annual/Area field. This information is defaulted from the Payment/Billingtabbed region on the Lease window.

Normalize check box: Indicates whether the payment/billing is normalized. Thisinformation is defaulted from the Payments/Billings tabbed region.

Location Code: The location code assigned by Oracle Property Manager when you setup the location. This information is defaulted from the Payments/Billings tabbed region.

Start Date: The first date of the period covered by the payment. This information isdefaulted from the Payment/Billing tabbed region on the Lease window. This fieldis required.

End Date: The last date of the period covered by the payment. This information isdefaulted from the Payment/Billing tabbed region on the Lease window. This fieldis required.

Target Date: The date for which the payment is being made. This information isdefaulted from the Payment/Billing tabbed region on Lease window. This field isrequired.

Schedule Day: The day of the month for which schedules should be created. Theschedule day must be after the last approved schedule, and must be a value between 1and 28. This information is defaulted from the Payment/Billing tabbed region on Leasewindow. This field is required.

Annual: The annualized actual amount, calculated as actual amount x frequency. Thisinformation is defaulted from the Payment/Billing tabbed region on Lease window. Thisfield is view only.

Area: Defaults from the rentable area associated with the primary location. This fieldis view only.

Annual/Area: This is a user-entered or calculated field indicating Actual/rentablearea. If you enter an amount here, Property Manager calculates the actual amount. Thisinformation is defaulted from the Payment/Billing tabbed region on Lease window.

Invoice Grouping Name: Enter the name of the invoice grouping rule you want to usefor grouping the payment items that belong to the lease payment terms. This is anoptional field, and the default value is blank. This field is only displayed for direct leases.

Leases 4-105

Pay Tabbed RegionSupplier: The name of the supplier. Defaulted from the Payment/Billing tabbed regionon the Lease window. This field is required.

Supplier Number: The supplier number.

Supplier Site: The location of the supplier. Defaulted from the Payment/Billing tabbedregion on the Lease window. This field is required.

Payment Term: Select the payment term from the list of values. This field appliesonly to direct leases.

Distribution Set: Select the distribution set from the list of values.

Tax Group: Select the tax group from the list of values. If you enter a value in thisfield, the Tax Code field is disabled.

Tax Code: Select the tax code from the list of values. If you enter a value in this field, theTax Group field is disabled.

Tax Inclusive check box: Enter a value in this field if you want Oracle Payables tocalculate tax. Possible values are: Y (tax is calculated based on the header information), L(tax is calculated for Lines), N (no tax is calculated), and T (tax is calculated based on thetax code). If the field is set to Y or N in Oracle Payables, the Tax Inclusive check boxis disabled.

Project: The project number associated with an employee. If this information exists inOracle Projects, the value in this field is defaulted automatically.

Task: The project task name. If this information exists in Oracle Projects, the valuein this field is defaulted automatically.

Expenditure Type: The expenditure type associated with the project.

Expenditure Item Date: The expenditure item date associated with the project.

Expenditure Organization: The expenditure organization name. If this informationexists in Oracle Projects, the value in this field is defaulted automatically.

Bill Tabbed RegionCustomer Name: The name of the customer. This field is required.

Customer Number: The customer number.

Bill to Site: The customer location to which bills are sent.

Ship to Site: The customer location.

Payment Term: Select the payment term from the list of values. This field appliesonly to third party and subleases.

Payment Method: Select the payment method from the list of values. This field isrequired.

PO Number: Select the PO number from the list of values.

Tax Inclusive check box: This field effects distributions. If this check box is checked, theTax Code field is required.

Tax Code: Select the tax code from the list of values. This field is required if the TaxInclusive check box is checked.


Transaction Type: Select the transaction type from the list of values.

Invoice Rule: Select the invoice rule from the list of values. This field is required if youenter information in the Accounting Rule field. Otherwise, this field is optional. Thisfield is disabled for normalized terms.

Accounting Rule: Select the accounting rule from the list of values. This field is requiredif you enter information in the Invoice Rule field. Otherwise, this field is optional. Thisfield is disabled for normalized terms.

Salesperson: Enter the salesperson from the list of values.

Accounts Distributions Tabbed RegionNum: This number is system-generated, and indicates the number of lines you entered.

Class: Requirements for this field vary according to the payment/billing termsselected: For paying leases, the possible values are: Expense, Liability, and AccruedLiability. You need to enter one expense and one liability account. For billing leases, thepossible values are: revenue, asset, receivable, and accrual. You need to enter arevenue, asset, and receivable account. This field is required if you have PropertyManager set up to do all of the accounting, or if the Normalized check box is checkedon the Leases window.

• Payments: The possible values are: Expense, Liability, and Accrued Liability.

• For normalized terms, you must specify one General Ledger account for eachof the three classes.

• For non-normalized terms, you must specify a General Ledger account for theExpense class and the Liability class.

• Billings: The possible values are: Receivable, Revenue, and Accrued Asset. Inaddition to terms, requirements are also dependent on the value of the PN:ExportDistributions to Receivables profile option.

• All Terms: For normalized terms, you must specify one General Ledger accountfor each of the three classes. For non-normalized terms, you must specify aGeneral Ledger account for the Revenue class and the Receivable class.

• Normalized Terms Only: For normalized terms, you must specify one GeneralLedger account for each of the three classes. The class and GL Account is notrequired for non-normalized terms. If you specify a General Ledger account forthe Receivable class, you must also specify a General Ledger account for theRevenue class. Likewise, if you specify a General Ledger account for the Revenueclass, you must also specify a General Ledger account for the Receivable class.

• None: No class/General Ledger accounting information is required. If youenter any class/General Ledger accounting information for normalizedterms, you must enter it for all three classes. If you enter any class/GeneralLedger accounting information for non-normalized terms, you must enter it forthe Revenue and Receivable classes.

GL Account: Select the General Ledger account from the list of values. This field isrequired if you have Property Manager set up to do all of the accounting, or if theNormalized check box is checked on the Leases window.

Leases 4-107

%: Enter a percentage between 0 and 100. This field is required if you have PropertyManager set up to do all of the accounting, or if the Normalized check box is checkedon the Leases window.

Amount: This value is system calculated.

Account Name: The name of the General Ledger account.


5Space Management

Space AssignmentUse the Space Assignment window to assign, modify, search, and view spaceassignments. You can assign locations to employees and cost centers. You can modifyspace assignments to update records or correct assignment information. You canquery all space assignments for a particular building, floor, office, land, parcel, orsection. You can also query space assignments for a particular employee, customer, orcost center. You can search for assignments in effect on a specific date whether in thepast, present, or future. This functionality enables you to plan space assignments inadvance and search for future vacancies.

Note: You can use the lease window to automatically create a customerspace assignment. A location is automatically assigned to a customerwhen you add a location, with a customer, to a third party lease. SeeAssigning Space to Customers, page 4-12.

In the Space Assignment window, you can view the amount ofrentable, assignable, usable, and vacant space for a particular area. You can also view themaximum and optimum number of occupants for a space and the number of vacantwork spaces.

Property Manager has two profile options that affect space assignment functionality:

• PN: Automatic Space Distribution, page B-1

• PN: Use System Date to Record Space Assignment Changes, page B-1

If you use computer-assisted facilities management (CAFM) software, you can transferemployee space assignment information between Property Manager and your CAFMapplication.


• Assigning Space to Employees and Cost Centers, page 5-2

• Modifying Employee Space Assignments, page 5-8

• Viewing Space Assignments, page 5-10

• Space Assignment Window Reference, page 5-11

• Computer-Assisted Facilities Management, page 5-13

Space Management 5-1

Assigning Space to Employees and Cost CentersYou use the Space Assignment window to assign space to employees. You can alsouse this window to assign space to a cost center, without it being associated with anyparticular employee. Select the Employee tabbed region to assign space based onorganization, group, and the employee’s position. Oracle Property Manager allows youto enter From and To dates to reflect projected occupancy dates. The From date defaultsfrom the date entered in the As of Date field in the Find Space Assignments window. TheTo date is usually left blank to indicate that the employee assignment is still active. Youcan enter this date when the assignment ends. The Space Assignment window alsocontains fields defaulted from the HRMS system, such as employee number and costcenter, and fields defaulted from Oracle Projects, such as project number and task.

You can assign any space that you have previously set up, whether it is an individualoffice, a group of offices, a floor, or an entire building to an employee or to a cost center.

You can assign a single office to a single employee or to several employees if theemployees are to share the same space. You can also assign one employee to severaloffices. You might want to do this when the employee works for different cost centers atdifferent times, and you want to charge each cost center for its use of the space.

Property Manager also keeps track of additional office space information, including:

• The space available (vacant space) in a building, floor, office, land, parcel, or sectionon a particular date.

• The space at any location that is rentable.

• The space at any location that is usable.

• The space at any location that is assignable.

• The occupancy level at the building, floor, or office level, and the land, parcel, orsection level.

This information can help you determine the most efficient way to utilize your officespace, and also provides for a quick summary of space utilization statistics as of anygiven date.

You can also view the history of space assignments for a location over time.

Using the Find Space Assignments Window

The Find Space Assignments window opens when you want to create new spaceassignments or view existing ones. From it, you can select the New button to createa new assignment or you can enter parameters and select the Find button to searchfor specific space assignments. You can search by location, employee, cost center, orcustomer. You can locate space assignments or vacancies by date.

Note: You can also create new space assignments when you select theFind button to open the Space Assignments window.


You can search using the following parameters:

• Location Type: Select building, floor, office, land, parcel, or section.

• Location Code: Enter the location code

• Suite: Specify suite number.

• As of Date: Enter a date to find assignments that are in effect on that date. Thedefault for this field is the system date but you can enter any date you want.

For example, Office 1030 is assigned to employee Elisa Tam for the period January1, 2001 to December 31, 2001. If you enter February 24, 2001 in the As of Date fieldwhen searching for this location, Property Manager will show Elisa Tam assignedto Office 1030. If you enter February 24, 2002, Property Manager will retrieve thelocation but will show no one assigned to the office.

The As of Date is required when you access the Find Space Assignments windowfrom the navigator by selecting Create Assignments. It is optional if you open thiswindow from View Space Assignments in the navigator. For more information onthe functionality associated with this field, see: As of Date.

• Assigned To: Select employee to search for space assignments for allemployees. Select customer to search for all customer records. The default valueis null. If you leave this field blank, you can enter other search criteria to findspace assignments for specific employees or customers in the tabbed regionsof the Find Space Assignments window. For employees, you can search by


employee name, number, or cost center. For customers, you can search by customername, site, account, or category.

As of Date

The As of Date is a powerful filter that enables you to retrieve space assignments in avariety of ways. Property Manager locates the assignments, based on the criteria youenter in the Find Space Assignments window, that are current on this date.

When creating a space assignment, the date entered in this field is required and becomesthe From date of the new assignment. The area and occupancy information displayed inthe Space Assignments window is as of the date you enter in this field. If you changethe From date after opening the Space Assignments window, the area and occupancyinformation will change, if necessary, to reflect data as of the new From date.

When viewing space assignments, the As of Date is not required. If this field isblank, Property Manager will find all space assignments, past, present and future. Ifyou enter a date, Property Manager will find all space assignments active as of thedate entered.

Assigning Space to Employees and Cost Centers

Prerequisites:

• Set up the locations to which you want to assign entities. See: Managing Properties,page 3-1.

• Set up employees. If you have Oracle Human Resources installed, use the Peoplewindow. See: Entering a New Person, Managing People Using Oracle HRMS. If you donot have Oracle Human Resources installed, use the Enter Person window. See:EnterPerson, Managing People Using Oracle HRMS .

To assign employees:

1. From the Navigator, choose Assignments and Assign Space.

2. At the Find Space Assignments window, enter information about the locationto which you want to assign employees, such as location type and locationcode. Change the As of Date, as necessary. Select the Find button to find the location.

Note: Alternately, you can select the New button to create aspace assignment without searching for a location. You will thenhave to enter the location information or select it from the list ofvalues. The As of Date defaults to the From date, but you canchange it, if necessary.


3. In the Employee tabbed region of the Space Assignment window, change the Fromdate from the default, if necessary. Enter a To date, if you know the length of timethe employee will occupy the space.

4. Enter the name of the employee you want to assign to this location, and theemployee’s cost center. The employee number and other employee-relatedinformation are automatically defaulted from the HRMS system, if the informationis available.

5. Enter a percentage value in the % Assigned field to assign a percentage of theassignable area for the location or enter the actual area occupied in the Area field.

The system administrator can set the PN: Automatic Space Distribution profileoption to control whether users specify the assigned space percentage or if thesystem calculates it automatically. If the PN: Automatic Space Distribution profileoption is set to yes, when you create new assignments, the % Area and Area fieldsare grayed out and the space is then equally distributed among all the occupantsof that space. You need to requery the assignment to see the values that areautomatically inserted into these fields. For more information, see: Profile Optionsin Property Manager, page B-1

You can assign a single employee to more than one space simultaneously. If youattempt to assign a previously assigned employee to another space within anoverlapping period, the system asks whether you want to re-assign the employee orapprove the additional assignment according to the following selections:

• Reassign: The current assignment is end-dated and the additional assignment isaccepted.

• Approve: The additional assignment is accepted.

If you attempt to assign an employee to a space that is already occupied byanother employee within the same period, the system will display a warning. The


assignment is accepted if there is sufficient vacant space and according to the settingof the Auto Space Distribution system option as follows:

• Y: The space is distributed proportionately among the assigned employees.

• N: The system automatically creates the assignment. By default, the remainingspace is assigned to new occupant.

You can even assign an employee to a space the employee already occupies for thesame period if the second assignment is to a different cost center. This allowsthe allocation of the employee’s space usage to more than one cost center. Thedistribution of the space is controlled by the setting of the Auto Space Distributionsystem option as follows:

• Y: The space is distributed evenly between the assignment records.

• N: The assignment is only accepted if the space is not currently fully occupied.

6. Enter the number of employees occupying this space assignment in the Utilizedfield. The default is 1, but you can change it to any number if necessary. Thetotal number of people assigned to the location is shown in Utilized field in theOccupancy region.

7. Save your work.

To assign multiple employees to one location:

1. To assign an additional employee to a location, open the existing space assignmentfor the location.

2. With the cursor in the original record, choose File, then New.

3. Repeat steps 3 through 7 above to assign the employee. Verify that dates and thelocation type are correct.

When you save the second assignment for the same location, Property Managerdisplays an alert message to warn you if there are future assignments for thislocation.

• If a future dated assignment exists and overlaps the new assignment you wantto set up, Property Manager will end date the new assignment one day beforethe start date of the existing assignment.

For example, Employee A is assigned to Office 100 starting January 1, 2003. Youassign Employee B to the same office as of September 1, 2002. Uponsaving, Property Manager displays the alert message. Select Okay and PropertyManager inserts December 31, 2002 into the To field to end date the assignmentbefore the existing assignment. Employee B is now assigned to Office 100 fromSeptember 1, 2002 to December 31, 2002

• Property Manager also prevents you from over-assigning space. If you try toassign space that exceeds the available, vacant space for a location, you get anerror message and cannot save the assignment. For example, an office has amaximum occupancy of 2 and 2 employees are assigned to the office. You willnot be able to assign another employee to the office. Likewise, if an office has100 square feet of space available, you will not be able to assign 120 squarefeet to an employee.

Choose Okay to create the second assignment.


To assign one employee to multiple locations:

1. Query the new location that you want to assign to an employee.

2. Enter the From date, and To date if known.

3. Enter the employee information. A Decision window opens.

When you create a space assignment for an employee who is already assigned to aprevious location, Property Manager gives you the option to approve the creation ofan additional assignment, reassign the employee from one location to another, orcancel the assignment.

• Selecting the Approve button creates a new space assignment and preserves theexisting assignment. For example, an employee is assigned to Office 100 fromJanuary 1, 2001 to December 31, 2001. You want to assign the employee to anadditional location, Office 200 for the period May 1 to December 31, 2001, soyou select the Approve button in the Decision window. The employee is nowassigned to two offices as shown in the table below.

Office From To

100 01-JAN-2001 31-DEC-2001

200 01-MAY-2001 31-DEC-2001

• If you select the Reassign button, Property Manager will end date the originalassignment one day prior to the From date of the new assignment or April30, 2001, as shown in the table below. For information about reassigning anemployee, see Modifying Space Assignments.

Office From To

100 01-JAN-2001 30-APR-2001

200 01-MAY-2001 31-DEC-2001

4. Enter the remaining information following the steps for assigning an employee.

5. Save your work.


To assign a cost center:

The steps to assign space to a cost center are very similar to assigning space to anemployee. The same rules for assigning employees apply to assigning multiplecost centers to a location and multiple locations to a cost center. For more detailedinformation, see To Assign Space to Employees.

1. From the Navigator, choose Assignments and Assign Space.

2. In the Find Space Assignments window, enter information to find the location youwant to assign. Change the As of Date as necessary. Select the Find button.

3. In the Employee tabbed region of the Space Assignments window, enter a Fromdate and optionally a To date.

4. Enter the cost center, % area or area, and utilized information.

5. Save your work.

Modifying Employee Space AssignmentsUse the Space Assignment window to make changes in space assignments. You canmake corrections or update information. If you choose to correct information, such aschanging a cost center number from 450 to 540, the old information is not saved. If youchoose to update information, such as moving an employee from one office to another orchanging a cost center number, the old information is preserved including the dates itwas effective, when the new information is saved.

To remove an employee from an location:

1. From the Navigator, choose Assignments and Assign Space and query the locationoccupied by the employee you are removing.

2. In the Employee region of the window, select the row for the employee you areremoving.

3. Enter an end date in the To field. You cannot delete a space assignment record.

4. Save your work.

To modify space assignment details, such as cost center:

You can make changes to existing space assignments to update information or to correcterrors.

1. From the Navigator, choose Assignments and Assign Space. Query the assignmentyou want to modify. Change the As of Date in the Find Space Assignmentswindow, if necessary, to find past dated or future dated assignments.

2. In the Employee tabbed region of the Space Assignment window, enter the new costcenter in the Cost Center field.

3. Save your work. A Decision window opens.

4. Select the Update button to save your changes as a new space assignmentrecord. Oracle Property Manager inserts a To date into the original space assignmentrecord. This date is one day prior to the As of Date.


Changing Cost Center Assignment Example

For example, Employee A is assigned to an office with a start date of March 1, 2002. Aftera reorganization, the cost center changes from 420 to 300 effective January 1, 2003. Querythe assignment using January 1, 2003 for the As of Date. Enter the new cost centernumber in the space assignment and save. Select the Update button in the Decisionwindow and a new space assignment is created as shown in the following table:

Cost Center From To

420 01-MAR-2002 31-DEC-2002

300 01-JAN-2003

If you select the Correct button, Property Manager saves your changes withoutcreating a new record. No history of your previous space assignment information ismaintained. The space assignment for Employee A is as shown in the following table:

Cost Center From To

300 01-MAR-2002

The profile option, PN: Use System Date to Record Space Assignment History, determinesthe earliest date that changes can be made to space assignments. If this profile option isset to Yes, you can only modify space assignments that are current. You cannot modifyspace assignments as of a date before or after the system date. If this profile option is setto No, you can modify space assignments as of any date, even retroactively.

If, in the previous example, the profile option is set to Yes and the system date isJanuary 20, 2003. If you enter January 1, 2003 in the As of Date field in the Find SpaceAssignments window when searching for the assignment, you will not be able to changethe cost center. If the As of Date is January 20, 2003, you will be able to change the costcenter. If the profile option is set to No, you can change the cost center if the As of Date isJanuary 1, 2003 or January 20, 2003, or January 30, 2003.

Assigning Cost Center to Parent and Child Locations

There are rules that govern the assignment of cost centers to parent and childlocations. The rules include the following:

• You can only assign child locations to the cost center of the parent location.

• If child locations are assigned to different cost centers, you cannot assign any costcenter at the parent level. For example, if the child locations are assigned to thesame cost center, you can only assign the parent location to the same cost centeras that of the child locations.

The rules are also sensitive to the time period of the cost center assignment. Forexample, if a building is assigned to cost center 600 from January 2004 to December2004, then all the child cost center assignments are restricted to cost center 600 for thetime period from January 2004 to December 2004.

The cost center assigned to a parent location and it’s child locations cannot bedifferent. Please ensure that the cost center is the same as the child locations or theparent location.


Removing Employees Listed as Nonactive in Human Resources:

To remove employees listed as nonactive in Human Resources:

Note: The Employees Deleted from Space Allocation concurrentprogram compares employee records in Human Resources withemployee records in Property Manager and enters terminationdates, which appear in the To field when you query these assignmentsin Property Manager. The program then produces the EmployeesDeleted From Space Allocation Report, which lists employees for whomProperty Manager has entered end dates. Use this procedure to updateProperty Manager space assignment records so that they are currentwith Human Resources records.

1. From the Navigator, choose View and Requests, and choose Submit a New Request.

2. In the Submit Request window select Employees Deleted from Space Allocation.

3. Choose the Submit button.

Related Topics

Submitting Requests, page 9-1

Viewing Space AssignmentsYou can view existing space assignments for an employee, customer, or cost center. Youcannot make any changes when viewing space assignments.

You can also view the history of all assignments for a location

To view space assignments:

1. From the Navigator, choose Assignments and View Space Assignments.

2. In the Find Space Assignments window, enter the employee, customer, orcost center, the location code and date for which you want to view spaceassignments. Choose the Find button.

The Space Assignment window displays any assignments assigned to theemployee, customer, or cost center.

Note: If there are multiple assignments listed, the informationdisplayed in the Area and Occupancy regions corresponds to thefirst record. If you want to see Area and Occupancy information foranother record, you need to click in that record.

To view all space assignments for a location over time:

1. From the Navigator, select Assignments and View Space Assignments.

2. In the Find Spaces Assignments window, enter the location code. Remove thedate in the As of Date field.

3. Select the Find Button. The Space Assignments window opens showing allassignments that have ever been created for the location.


Space Assignment Window Reference

Employee Tabbed RegionLocation Code. The location code that identifies the building, floor, or office, or theland, section, or parcel.

Name. Name of employee, from Oracle Human Resources.

Location Type. The type of space. Can be any of the following: building, floor, office,land, parcel, or section.

From. The date on which the employee will begin occupying the space. This datedefaults to the As of date entered in the Find window, but can be changed manually.

To. The date on which the employee will stop occupying the space.


Project Number. The project number associated with an employee. If this informationexists in Oracle Projects, the value in this field is defaulted automatically.

Task. The project task name. If this information exists in Oracle Projects, the valuein this field is defaulted automatically.

Type. The occupant type, such as an employee or contractor. If this information exists inHRMS, the value in this field is defaulted automatically.

Category. The employee category, such as full-time or part-time. If this informationexists in HRMS, the value in this field is defaulted automatically.

Job. The employee job. This is a generic job title, which is independent of any singleorganization, for example, manager. If this information exists in HRMS, the valuein this field is defaulted automatically.

Position. The employee’s position. This title is specific to a particular organization, forexample, finance manager. If this information exists in HRMS, the value in this field isdefaulted automatically.

Work Phone. The employee’s work phone. If this information exists in HRMS, the valuein this field is defaulted automatically.

E-mail. The employee’s e-mail address. If this information exists in HRMS, the valuein this field is defaulted automatically.

Cost Center. The employee’s cost center.

% Area. The percentage of the assignable area in a location, for example, an office, thatis assigned to an individual employee. You can enter 0 percent if the amount is notyet known.

Note: You cannot assign a percentage of a floor, a building, land, or aparcel to an employee or cost center. You can only assign a percentage ofan office or section to an employee or cost center.

Area. The amount of space in a location that is assigned to an employee. This amount isbased on the assignable area and is dependant on the amount in the % Area field.



Utilized. The total utilized assignments for the specified location. This field is usuallyused to indicate head count, but can also be used to count assigned work stations.

Comments. Any comments regarding the space assignment.

Customer Tabbed RegionNote: All the fields in the Customer tabbed region are read only.

Location Code. The location code that identifies the building, floor, or office, or theland, section, or parcel. This information is entered at the building or land level.

Location Type. The type of space, for example, building or land.

From. The date on which the customer will begin occupying the space. This datedefaults to the date entered in the As of field in the Find window.

To. The date on which the customer will stop occupying the space.


Customer Name. The name of the customer. The value in this field is defaultedautomatically from Oracle Receivables.

Category. The customer category. If this information exists in Oracle Receivables, thevalue in this field is defaulted automatically.

SIC Code. The standard industry classification code for the customer. If this informationexists in Oracle Receivables, the value in this field is defaulted automatically.

Customer Class. The customer class. This field is used to classify customers byindustry, location, or size. If this information exists in Oracle Receivables, the valuein this field is defaulted automatically.

Profile Class. The profile class. This field is used to classify customers by creditworthiness, business volume, and payment cycles. If this information exists in OracleReceivables, the value in this field is defaulted automatically.

Account. The customer’s account number.

Status. The customer’s rank. If this information exists in Oracle Receivables, the valuein this field is defaulted automatically.

Project Number. The project number associated with an employee. If this informationexists in Oracle Projects, the value in this field is defaulted automatically.

Task. The project task name. If this information exists in Oracle Projects, the valuein this field is defaulted automatically.

Organization. The project organization name. If this information exists in OracleProjects, the value in this field is defaulted automatically.

% Area. The percentage of the assignable area in a location, for example, an office, thatis assigned to an individual customer. You can enter 0 percent, for example, if thepercentage of space you need to assign is not yet known.

Note: You cannot assign a percentage of a floor or building to acustomer. You can only assign a percentage of an office or section toa customer.


Area. The amount of space in a location that is assigned to a customer. This amount isbased on the assignable area.

Recovery Space Standard. See Recovery Window References, page 8-49.

Financial Obligation End Date. This field is enabled for billing leases. See LocationTabbed Region Window References, page 4-96.


Utilized. The total utilized assignments for a specified location. This field is usuallyused to indicate head count, but can also be used to count assigned work stations.

Comments. Any comments regarding the space assignment.

Area RegionRentable. The amount of rentable space in the specified location.

Usable. The amount of usable space in the specified location.

Assignable. The amount of assignable space.

Vacant. The amount of vacant space in the specified location. Property Managercalculates the vacant space using the following formula:

Assignable area- assigned area

Occupancy RegionMaximum. The maximum number of occupants permitted in the specified location.

Optimum. The optimum number of occupants permitted in the specified location.

Utilized. The number of employees assigned to the specified location.

Note: Oracle Property Manager allows the utilized amount to exceedthe maximum amount. However, vacancy cannot be a negativenumber, and must remain at zero.

Vacancy. The number of vacant work spaces. Property Manager calculates the vacantspace using the following formula:

Maximum occupancy- utilized

Related TopicsAssigning Office Space to Employees and Cost Centers, page 5-2

Assigning Office Space to Customers, page 4-12

Modifying Employee Office Space Assignments, page 5-8


Computer-Assisted Facilities ManagementComputer-assisted facilities management (CAFM) applications are similar tocomputer-assisted design (CAD) applications. CAFM applications include specializedproperty management features to provide graphic images of information such as:


• Floor plans, with location information, including the areas of offices, floors, andbuildings

• Employee space assignment information

You can transfer information between Property Manager and CAFM applications byexporting and importing the information through Oracle’s Space Open InterfaceTables. The export and import processes initiate a concurrent process in PropertyManager. When the process is complete you can access the information in eitherProperty Manager or the CAFM application.

Note: If the data in your CAD or CAFM application follows BOMAstandards for space measurement, no special implementationprocedures are required for you to import all of your CAD data intoProperty Manager. If your CAD data follows International FacilitiesManagement Association (IFMA) standards, you can set up PropertyManager at the time of implementation to import your CAD data.

Oracle Property Manager can also accommodate up to fifteen additional data elementsfrom your CAD application even if the elements do not follow BOMA or IFMAstandards. When these elements are imported into Property Manager they are stored indescriptive flexfields.

Related TopicsProperty Manager Open Interfaces, page 10-1


6Index Rent

Oracle Property Manager Index Rent IncreasesYou can use Oracle Property Manager’s Rent Increase feature to automatically increasebase rent either by a fixed percentage or by an amount proportional to the index changefor the remainder of the lease term. Fixed increases raise rental costs, while indexincreases protect landlords against inflation by raising rent every year in proportion tohikes in consumer price indexes.

Although index leases are not often used when inflation is low, this functionality is veryuseful in the following lease scenarios:

• A significant number of existing leases have their origins in the seventies wheninflation rose dramatically and index leases were prevalent

• Index leases are common in many parts of the world where inflation is problematic

• Index leases are important for many government users. Governments themselvesare responsible for publishing index values, and often base their own rents onindex values

• In business environments where hundreds or thousands of leases aremanaged, automatic rent calculation is essential to streamline business processesand to avoid data entry errors

To use the rent increase feature, you first associate a Rent Increase with anexisting, finalized or draft lease. Next, you enter index information into the IndexHistory window. You then complete the following to create your rent increase:

• Enter Agreement details

• Enter defaults

• Generate Periods

• Enter constraints, such as minimum and/or maximum rent/% increase

The system automatically calculates the correct annual rent increase amount. Theconstraints are then applied and the constrained rent increase amount is calculatedon an annualized basis and index rent terms are created for each period.

• Review term details

You can review the term details, and approve the payment/invoice. Approvingthe payment/invoice transfers the term to the main lease and creates a schedule orinserts lines into an existing payment/billing schedule.

From this point forward, the rent increase is treated as a scheduled rent item. Once youapprove and export the rent increase, it is sent to Oracle Payables or Oracle Receivables.

Index Rent 6-1

Entering Index HistoryYou can define multiple indices, each indicated by an index type. The index type is aunique name or identifier. In a given index type, you can enter index values withcorresponding dates in the Index History window. A particular index can then beassociated with multiple leases. This feature is useful for landlords who may administerhundreds of index leases based on one index.

The index history can be shared across several Rent Increase lease agreements. You canchange or update the values in the Index History window at any time. However, ifthe system detects that the value being changed has been used for rent increasecalculations, it gives you the option to either continue with the change or cancel. If youcontinue with the change, the system initiates a concurrent request that updates the rentincreases affected by this change, including all leases using this value. It does not effectperiods that have approved index rent terms.

An Index Source indicates from where index information is derived and can consist ofdescriptions you enter.

The multi-row block contains the history of index values over time. For each date, youcan enter the actual index amount, two unadjusted figures, and two seasonally adjustedfigures. You can create terms only on actual index values.

Viewing Index History

You can view an index history by choosing the View Index History button on the RentIncrease window. Choosing this button opens up the Index History window with theselected index type displayed.

Entering Rent IncreasesTo enter rent increases, you first associate the rent increase with an existing lease andspecify the rent increase commencement and termination date.

Viewing Leases

You can view leases by choosing the View Lease button on the Rent Increasewindow. Choosing this button opens up the main lease in the View Leases andDocuments window.

Querying a Rent Increase

You can query existing rent increases associated with a specific lease using the RentIncrease window. You can query on a particular index type, lease number, lease class orrent increase number.

Entering a New Rent Increase

To enter a new rent increase, you enter information into the Rent Increase window. Youenter critical lease information in the Lease Details region, such as the main leaseassociated with the rent increase. You also need to enter rent increase information inthe Rent Increase Details region, such as the rent increase number, index type, and rentincrease commencement and termination dates. You then enter agreement and termtemplate details, and constraints, if applicable.

Index rent is structured so that you can associate multiple index leases with onemain lease. For example, you can enter one rent increase that depicts fixed base rentincreases, and associate operating expense increases to another rent increase number.


Entering an Agreement

You define the rent increase agreement in the Agreement tabbed region of the RentIncrease window. This includes information such as the frequency of rent increaseassessment (Assess in Year field) and date assessed. This agreement determines thecalculation of rent increases for the entire rent increase term. At the core of this process isthe following calculation:

Basis * % = Rent Increase

The following table shows the values in the Agreement tabbed region that affect therent increase calculation:

Function Fields

Generation of Periods Assess in Years, Date Assessed

Basis Increase On, Gross check box, Basis Type, InitialBasis, Relation

Composition of the percentage Index Finder, Reference Period, Base Year, BaseIndex

Some fields in the Agreement tabbed region contain defaults. The following table showsthe defaulted fields and the defaulted values:

Field Default Value

Assess in Years 1

Basis Type Fixed

Negative Rent Ignore

Spread Frequency Monthly

Reference Period Base Year

Entering Term Defaults

Before you generate periods and run the Calculate process, you can set up terms definedin a default term template. Term defaults allow you to set defaults that appear for everypayment/billing term created for variable rent or rent increase. These terms defaultinto the Term Details window associated with each term.

You define default parameters that should be used in rent increase calculations in theDefaults tabbed region of the Rent Increase window. You enter information such asthe default relation, the default percentage basis, and the index finder months (usedto determine the index finder date when periods are generated), and the default termtemplate. You can also indicate whether the rent increase should be allocated based onunique combinations using the fields type, purpose, vendor/customer, vendor/customersite and GL code distribution.

You can create term templates by clicking Term Template and entering information aboutthe term in the Term Template window.

You can select only one of the two methods of rent increase calculation:

Index Rent 6-3

• Default term template

• Allocate rent increase terms (the Allocate Rent Increase check box is checkedby default)

Excluding Terms

You can exclude terms by choosing the Exclude Terms button on the Rent Increasewindow. Choosing this button opens the Exclude Terms window, which displays allthe terms defined at the main lease level. Each term has an Include check box next toit. You can check or uncheck the Include check box to denote the terms to include inthe calculation of the basis, depending upon the value selected in the Increase Onfield. By default, all the terms are included.

Generating Periods

You can view the timing of rent increase-related events by using the Basis Periodstabbed region on the Rent Increase window. To determine the timing of rent increaserelated events, the system uses information you entered in the Agreement and Defaultstabbed regions to calculate the following:

• Date Assessed - When rent increases are assessed

• Assess in Years - Frequency of assessment

You can automatically generate these periods by choosing the Generate Periodsbutton. You can undo the periods by choosing the Undo Periods button. You canchoose the Open button to access the period details, including information such as theprevious index and the basis amount.

You can also use the Periods tabbed region to calculate rent increases by choosing theCalculate button. The Calculate button triggers the following four calculations.

• Annualized basis

• Appropriate percentage by which to multiply the basis

• Annualized rent increase

• Constrained rent increase

Calculating for All Periods

You can calculate rent increase amounts for all periods by choosing the Calculate Allbutton on the Rent Increase window. The Calculate All button is enabled only after theperiods have been generated. You can also calculate the rent increase individually perperiod, by selecting the period for which you want to calculate the rent increase, thenchoosing the Open button. Once inside the Period, you can choose the Calculate buttonto calculate the rent increase amount for that period.

See: Calculating Rent Increases, page 6-9.

Entering Rent Increase Constraints

You can specify the constraints that apply across all periods of rent increase in theConstraints tabbed region of the Rent Increase window. You can define any flooror ceiling caps on rent due or period-to-period increases. The most common type ofconstraint is a cap on the increase from year to year, or a minimum increase requiredfrom year to year. You can enter up to four constraints: a maximum and a minimum forrent due, and a maximum and a minimum for period-to-period increase.


For each constraint, you can define either an absolute amount increase or relativepercentage increase. If you enter an absolute amount as a constraint, then all amountsmust be entered as absolute amounts. For example, when you enter a value in theMaximum Amount column, the Maximum Percentage column becomes disabled. All ofthe remaining constraints must then be entered as amounts.

This is done to insure that upper and lower limits do not cross each other. Forexample, you enter a rent increase maximum constraint as $4,000 and a minimumconstraint as 5% of base rent. To prevent this type of situation, the maximum andminimum constraints are required to be of the same type and the maximum constraintmust be equal to or greater than the minimum. If you enter a minimum and maximumfor rent due, and a minimum and maximum for period to period increases, then thesystem calculates the acceptable area for rent as the lesser value of the two maximums, orthe greater value of the two minimums.

To enter index history:

1. Navigate to the Index History window.

2. In the Index Type field, enter the a unique Index Type name for the index history.

3. Optionally, enter a source in the Source field.

4. In the Index Date field, enter the day-month-year combination associated with theindex. The format is DD-MMM-YYYY.

5. Enter the actual index value, unadjusted 1, unadjusted 2 and seasonallyadjusted. that correspond to each index date.

6. Save your input by choosing the save button.

Index Rent 6-5

To view an existing rent increase:

1. Navigate to the Rent Increase Leases window.

2. Query the rent increase you want to view, you can query by the following:

• Rent Increase number

• Lease name and number

• Lease Class

• Other values

3. Choose the Open button to view details of the rent increase in the Rent Increasewindow.

To enter a new rent increase:

1. Navigate to the Rent Increase Leases window.

2. Choose the New button.

3. In the Rent Increase window, choose the name of the lease for which you want toenter a rent increase.

When you enter a lease name or select it from the list of values, Property Managerautomatically enters the lease number, class, commencement date, and terminationdate.

If the lease you selected has a status of Draft, the index rent terms cannot beapproved. They can be approved only once the main lease is finalized.

4. Enter the index type.

5. Review the default commencement date and termination date of the rent increase.

Commencement and Termination dates influence the generation of rent increaseperiod(s). The rent increase commencement date cannot be changed once there are


any approved payment/billing term in the lease term. The rent increase terminationdates can be changed as long as the new termination date post dates the lastapproved schedule in the main lease that is associated with a rent increase item.

Note that the commencement date and termination date of the rent increase must fallwithin the commencement date and termination date of the lease. The rent increasecommencement date defaults to one year past the main lease commencement date.

6. Select the user responsible from the list of values. The user responsible defaults fromthe user name used to access the Property Manager responsibility.

Agreement Tabbed Region:

7. In the Assess in Years field, enter the frequency, in years, that rent increase isassessed. This value cannot be fractional.

8. Enter a value in the Increase On field. If there is no base rent in the main lease, thenbase rent will not appear in this LOV. This field brings up all types defined for themain lease associated with this rent increase agreement. If you select OperatingExpenses, the system adds all the payments or billings of the type operating expensefor the period duration. A payment/billing term of Base Rent must exist in the mainlease for base rent to appear in the LOV.

Note: Changing the Increase On field after running the calculaterent increase process will clear the amount in the Initial Basisfield. The value in the Initial Basis field will be recalculated duringthe next rent increase calculation.

9. Select the Gross check box if the you want the calculation of basis amount toconsider all the terms defined in the main lease window. The Gross check box andthe Increase On field are mutually exclusive.

10. Accept the Basis Type field value of Fixed, the default value. When the basis typeis Fixed, the basis stays the same from period to period. Also, if the initial basis isdefined and the Basis Type field value is Fixed, then it is the initial basis amount thatis populated in the annualized basis fields for all periods. You can only specify areference period of Base Year if the basis type is Fixed.

11. Negative Rent indicates where the negative rent increase values are allowed byselecting Ignore, This Period, or Next Period in the Negative Rent field. Select theappropriate value. The default is Ignore.

12. Select the spread frequency. Values include Monthly, One Time, Quarterly,Semiannually and Annually. This field cannot be updated after a rent increase termhas been approved. The default is Monthly.

13. Select the Rounding check box if you want the payment term amount (annualizedconstrained rent increase amount/spread frequency) rounded.

14. Enter the date assessed, which indicates the date each period that rent increaseis assessed in DD-MMM-YYYY format. The date cannot exceed the 28th of themonth entered.

15. Enter the base year in DD-MMM-YYYY format.

16. Enter the base index. This is the base index value agreed upon in the lease as thebasis for which comparison will be made in the second year. It is defaulted withthe value specified in the Index History window for the base year. This value canbe overwritten.

Index Rent 6-7

17. Enter the reference period. Values include Base Year, Previous Year - Use assessmentdate duration, Previous Year - Use previous current CPI. For a reference period ofBase Year, only the basis type of fixed can be selected. You cannot select a basis typeof Rolling and Compounding for a reference period of Base Year.

18. If the main lease and rent increase commencement dates are the same, initial basisbecomes required.

19. Select the index finder. The default is Default Most Recent. Other choices includeAlways Finder Date With Backbill and Always Finder Date Without Backbill.

Defaults Tabbed Region:

20. Optionally enter a default relation. Values include Basis Only, Greater Of, IndexOnly, and Lesser Of. The default is Basis Only.

21. Optionally enter a default basis percentage to be used for calculations. This field isdisabled when the relationship Index Only is specified. The default is 0 percent.

22. Enter the index finder months. This is the number that will be added to the DateAssessed to find the Index Finder Date for each period. The default is -2.

23. Enter the default term you want to use for payment/billing purposes or check theAllocate Rent Increase check box. You can only select one of the two.

24. Optionally check the Allocate Rent Increase check box if you want Property Managerto allocate the net rent increase assessed for a period proportionally across themain lease terms.

25. Optionally, check the Retain initial basis for calculation check box if you do not wantto over-ride the initial basis when the rent increase is recalculated. If the check box ischecked, and the initial basis field is not null, the initial basis is not overridden. Thedefault value is unchecked.

26. To view the term template, choose the Term Template button. You can create a newterm template and associate it with multiple increase agreements.

Basis Periods Tabbed Region:

27. Optionally override the defaulted value for annualized basis. The defaultannualized basis is calculated as the sum of annualized amounts of terms fromthe main lease, which lie between the Basis Start and End dates and value in theIncrease On field.

28. Select the relationship. Other values include Greater Of, Lesser Of and Index Only.

29. Optionally enter the index change percent. The default is the system calculatedindex change. Factors in calculation include the reference period, the index type, andthe index finder. This field is mandatory if the relation is Index Only, Greater Of, orLesser Of.

30. You must enter basis change percent if you are using fixed rent increases (allrelations other than Index Only).

31. Unconstrained Rent Due is the calculated annualized rent increase amount forthe period.

32. Constrained Rent Due is the calculated annualized rent increase with constraintsapplied. The constraints applied are from the Constraints window and negativerent from the Agreement tab.


33. Optionally, choose the Open button to view period details, including theperiod, index details, relationship and basis. These values default from prior inputcompleted in other tabs and windows.

34. Optionally, choose the Terms button to view terms details, includinglocation, purpose, type, frequency, status and normalization. These values defaultfrom prior input completed in other tabs and windows.

Constraints Tabbed Region:

35. Optionally choose an Increase Over constraint. The default is No CarryForward. See: Entering Rent Increases, page 6-2

36. If you want to enter constraints, choose the scope: either Period to Period or RentDue.

37. Enter either a minimum amount or a minimum percentage. These fields aremutually exclusive. If you enter one, the other field is disabled.

38. Enter either a maximum amount or a maximum percentage. These fields aremutually exclusive. If you enter one, the other field is disabled.

Calculating Rent IncreasesWhen you choose the Calculate button on the Basis Periods tabbed region to calculaterent increases, it triggers the following four calculations: the annualized basis, theappropriate percentage to multiply the basis by, the annualized rent increase, andthe constrained rent increase.

Property Manager calculates the annualized basis based on the time frame prior to theassess date indicated by the basis start and end dates, and inserts a figure into theCurrent Basis field. When the basis start and end dates do not constitute a one yearperiod, the basis is always calculated on an annualized basis.

Property Manager calculates the percentage that should be multiplied to thebasis, whether it is fixed or an index percentage increase. You can select one of fourcomparatives (The Greater of, The Lesser of, Index Only, or Basis Only). The Index %change calculation is rounded off to five significant digits after the decimal.

Property Manager calculates the rent increase (multiplies the percentage by theannualized basis), applies comparatives and constraints if they are applicable andinserts a value into the constrained rent due column. Note that the Rent Due and theConstrained Rent Due are annualized amounts of the rent increase. This annualizedrent increase amount results in a single term being created for the period that appearsas a single rent escalation in the main lease once it is approved and transferred. Theterm details for this rent increase term default from those defined for the default termtemplate. The term start date is the greater of the date assessed or the system date. Theend date is the lease termination date.

The constrained rent due amount is then transferred to the Term Details window. TheTerm Details window displays the annualized amount divided by the spreadfrequency, or the recurring amount due. If the frequency is monthly, the annualizedamount is divided by 12.

Approval indicates whether the term has been sent to the main lease. If approved, theterm exists in the main lease and corresponding schedules and items are created. Nochanges can be made to the term or to a period that contains an approved term.

Index Rent 6-9

Timing of Rent Increase EventsProperty Manager uses information you entered in the Agreement tabbed region of theRent Increase window to determine the timing of rent increase events. Periods are thetime frames that are used to assess rent increases. For each period, Property Managerrecords the following fields: Date Assessed, Start and End Dates, Index Finder Date.

Date AssessedTo generate periods, you must define the assessment frequency (Assess in Years field) inthe Agreement tabbed region of the Rent Increase window. The assessment frequencyis stated in multiples of a year. If you enter 1, then it is assumed that rent increase isassessed every year; if you enter 2, then it is assumed that rent increase is assessedevery two years.

The date that the rent increase is assessed is determined by one of two methods:

• In the first period, the date assessed in the Basis Periods tabbed region defaults tothe Rent Increase Commencement date.

• In subsequent periods, it is determined by the Date Assessed field in the Agreementtabbed region, also known as the Anniversary Date.

It is assumed that every year, the rent increases will begin from the date you enteredin the Date Assessed field. When you change a value in the Date Assessed field or inthe Assess in Years field, the system prompts you with a message: "Some of the RentIncrease Details have been changed. The periods will be re-generated and rent increasesmust be recalculated". The system then re-generates the periods and re-calculates therent increase amounts. If there are no rent increase calculations for the periods, you areprompted with the message, "Some of the Rent Increase Details have changed. Thepreviously created periods need to be re-generated". You must select OK for the systemto automatically re-generate periods.

When the commencement dates for both the Rent Increase and the main lease are thesame, the basis start and end dates are blank for the first period because it lies outsidethe lease term. The value of the initial basis is then used as the annualized basis for thefirst period. The initial basis is required

Index Finder DateThe index finder date is the sum of the values of the Date Assessed plus the Index FinderMonths. This value is defaulted into the Index Finder Date field for each period. Theindex finder date is the date associated with the index and is the date used to select thecurrent index value. You can update the Index Finder Date field. If no index value isassociated with the index finder date, the system checks the value in Index Finder fieldin the Agreement tabbed region. If the value of this field is Always Finder Date withoutBack Bill, the system will not calculate, and you receive an error message: "Note: Thereis no index value associated with the Index Finder Date. Please enter a value beforeproceeding with the calculation." If the value of the Index Finder field in the Agreementstab is Default Most Recent, the system defaults the last index value detectable from theindex history table associated with the Index Type in the header. If the value of the IndexFinder field in the Agreement tabbed region is Always Finder Date with Backbill, thesystem waits for an index value associated with the Index Finder Date. When theindex value is available, and the system date is past the Date Assessed, then a backbillamount is generated along with a rent increase. The backbill amount is a one-time


payment/billing. The rent increase is a recurring payment/billing effective from thesystem date to the end of the lease term.

Basis Start and End DatesThe basis start and end dates are defaulted based on the date assessed. They aredefaulted as the dates comprising the year prior to the date assessed. For example, ifthe date assessed is 01-JAN-02, then the basis period starts 01-JAN-01 and ends at31-DEC-01. The basis start and end dates signal to the system the time frame withinwhich the payment/billing terms are picked up for calculating the basis.

Changing PeriodsAfter you generate periods and after a single payment/billing term has been approvedand transferred, the header remains display-only except for the Rent IncreaseTermination Date, which can be altered. When you extend a rent increase term, aconcurrent request automatically generates additional periods. When early terminatingrent increases, the system first verifies that there are no approved and transferredinvoices originating beyond the new termination date. If such invoices exist (that is, thelast invoice was exported/approved on Dec 31, 2003, and you try to early terminaterent increase on Aug 31, 2003, you receive an error message : "Note: the Rent Increasecannot be early terminated because there exist invoices that have been approved pastthe termination date. Please re-enter a date after the last exported invoice". If thereis no conflict, the concurrent request deletes the rent increase periods past the earlytermination date. In other words, the system checks to see if the rent increase termssitting in the main leases workbench (once they have been approved and transferredfrom within Rent Increase ) have been approved or are still in the Draft status. As long asthese rent increase terms have no approved schedules associated with them, these rentincrease term can be deleted.

Rent Increase Examples, with Lease Dates

Lease Commencement Date 01-JAN-2000

Lease Termination Date 31-DEC-2004

Rent Increase Commencement Date 15-JAN-2001

Rent Increase Termination Date 31-DEC-2003

Assessment Date 03-MAR-2001

The following table lists the assessment date, basis start date, and basis end date foreach period:

Index Rent 6-11

Period Number Assessment Date Basis Start Basis End

1 15-JAN-2001 15-JAN-2000 14-JAN-2001

2 03-MAR-2001 03-MAR-2000 02-MAR-2001

3 03-MAR-2002 03-MAR-2001 02-MAR-2002

4 03-MAR-2003 03-MAR-2002 02-MAR-2003

Calculating the BasisProperty Manager calculates the basis using the Initial Basis and Increase On fields inthe Agreement tabbed region:

• Initial Basis - For the first period, the basis is the initial basis indicated in theAgreement tabbed region. If the initial basis is not defined, the system calculates thebasis amount based on the basis start and end dates. In subsequent periods, thebasis is the summary of the appropriate schedule lying within the basis start andend dates of the payment/billing types indicated in the Increase On field. You canupdate this amount. This field is required only when Lease and Rent Increasecommencement dates are the same.

• Increase On - This field indicates the payment/billing types that are selected tocalculate the basis. The basis can be calculated on: base rent, operating expenses, andany other type defined in the main lease or on gross rent (summation of all thetypes defined for the associated main lease). The gross rent can be calculated bychecking the Gross check box. The gross check box and the Increase On fieldsare mutually exclusive.

Note: Changing the Increase On field after running the calculaterent increase process will clear the amount in the Initial Basisfield. The value in the Initial Basis field will be recalculated duringthe next rent increase calculation.

There are different inputs into the basis. The basis can vary in how it is comprised, andhow it is calculated (fixed, rolling, or compounded).

• Increase On - can be all the different types defined in the main lease or Gross Rent

• Basis Type - Fixed, Rolling, or Compounded Basis

The calculation of the basis is essential for either fixed increases or index rentincreases. The formula for calculating rent increases is:

Rent Increase = Basis * Percent.

Property Manager calculates the basis when you choose the Calculate button on the BasisPeriods tabbed region, or the Calculate All button on the Rent Increase window, andrun the Calculate process. Property Manager can calculate the basis only after you runthe Generate Periods process.

The following examples illustrate how Property Manager calculates the basis for all threebasis types: fixed basis, rolling basis, and compounded.


Example 1: Fixed Basis CalculationIncrease On: Base Rent

Basis Type: Fixed

You have a lease term that is for four years. The rent increase agreement is for threeyears. The following table shows the payment/billing terms that have been definedfor this lease:

Year Base Rent

Year 1 $1,000 per month




For the first period, the basis type is defaulted to the initial basis, and remains theinitial basis in all subsequent periods. The basis in this case is $12,000, which remainsconstant. Note that base rent changes. Note that the rent increase remains constant(since the annualized basis is constant at $12000). The following table illustrates howProperty Manager calculates when the basis is fixed (in this case, a fixed basis increase of10 percent each year):

Year Base Rent Annualized Basis Rent Increase

Year 1 $12,000 $12,000 $1,200

Year 2 $18,000 $12,000 $1,200

Year 3 $24,000 $12,000 $1,200

Example 2: Rolling Basis CalculationIncrease On: Base Rent

Basis Type: Rolling

For the first year, the system defaults the initial basis as the basis for the first period. Inthe first year, the basis is $12,000. In the second year, the basis is $18,000, and in the thirdyear, the basis is $24,000. The basis is calculated by selecting all items with a Rent Type ofBase Rent with schedule dates within the basis start and end dates of the year prior tothe assess date for the period. The following table illustrates how Property Managercalculates when the basis is rolling (in this case, a basis increase of 10 percent each year):


Year 1 $12,000 $12,000 $1,200

Year 2 $18,000 $18,000 $1,800

Year 3 $24,000 $24,000 $2,400

Index Rent 6-13

Example 3: Compound CaseIncrease On: Base Rent

Basis Type: Compound

For the first year, the system defaults the initial basis. For the second year, the systempicks up base rent, base rent increases of $18,000, and the previous year’s rent increaseof $1,200. If there is back-billing, then the system needs to also pick up the Rent Typeback-billed rent increase. The following table illustrates how Property Managercalculates when the basis is compound (in this case, a compound basis increase of10 percent each year):


Year 1 $12,000 $12,000 $1,200

Year 2 $18,000 = $18,000 + $1,200= $19,200 (Y2 base +Y1 index)

$1,920

Year 3 $24,000 = $24,000 + $1,920 +$1,200 = $27,120 (Y3base + Y2 index + Y1index)

$2,712

Calculating the PercentageThe formula for calculating rent increases is:

(Basis)*(%) = Rent Increase

Accordingly, the calculation of the percentage is also critical to the calculation of rentincreases.

For a rent increase period, you can enter a relation in the Basis Periods tabbed region thatdetermines the correct percentage to use. In the Basis Periods tabbed region, you choosea value for the relation for each period. The values for the relation are as follows:

• Index Only: Property Manager uses the percentage increase indicated in the IndexChange %.

• Basis Only: Property Manager uses the percentage you entered

• Greater Of: Property Manager needs both the index and basis change percents tocompare the two, and determine which percent is larger. The larger percent thatwill be multiplied by the basis.

• Lesser Of: Property Manager needs both the index and basis change percents tocompare the two, and determine which percent is smaller. The smaller percent thatwill be multiplied by the basis.

The following table indicates whether the Index % or the Basis % is required, given therelation indicated. If the Index % is required, then the Reference Period in the Agreementtabbed region is also required.


Relationship Index % Required Basis % Required

Use Index Y N

Use Basis N Y

The Greater Of Y Y

The Lesser Of Y Y

If the Index % is required in any of the rent increase periods, you should indicate aReference Period in the Agreement tabbed region. The reference period lets the systemknow how the index percent increase should be calculated from a base period or aprevious period.

If the percentage increase is calculated from a base period, then the formula forcalculating the percent is:

Base Period % = (Current Index - Base Index)/Base Index

If the percentage increase is calculated from a previous period, then the formula forcalculating the percent is:

Previous Period % = (Current Index - Previous Index)/Previous Index

The reference period on which the % change is calculated has the following values, baseyear, previous year-Use Assessment date duration or Previous Year- Use previouscurrent CPI. If the reference period is base year, then the % change is always calculatedoff of the base index value. If the reference period is the previous year, then the % changeis calculated from the index value of the previous year. Even if the Reference Period isPrevious year, for the first year the base year IS the previous year.

• Increase from Base Year: If increase is from base year, then the current period indexvalue is compared to the base year index value. In this example, the base year had avalue of 200; and the current year has a value of 211. The calculation is: (currentperiod index value -base year period index value)/base year period indexvalue. (211-200)/200= .055. Also, when the reference period is Base Year the user canselect a Basis Type of Fixed and cannot select basis types of rolling or compounded.

Increase from Previous Year-Use Assessment Date Duration: If the increase is from theprevious year, then the current index value is compared to the previous year indexvalue. For the previous year, the calculation is: (current period index value - previousyear index value)/previous year index value. For example: Consider that a rent increasehas the following 2 periods defined. The 1st basis period has Date Assessed as 01/01/01and the Index Finder Date is 09/01/00. For the 2nd basis period, the Date Assessed is05/01/01 and the Index Finder Date is 01/01/01. The following is a 5 step processoutlined to calculate the index percentage when Reference Period is Previous Year- UseAssessment Date duration.

In the case where the user selects the Reference Period of Previous Year, the user can thenselect a basis type of only rolling or compounded. The basis type of Fixed cannot beselected for a reference period of Previous Year

1. With reference period = Previous Year and for the Relation = Index Only/GreaterOf/Lesser Of: for period 1, the current index is the index for the date = 09/01/00 (ifthe Finder Date is Always Finder Date With/Without Back Bill). This information is

Index Rent 6-15

available in the Index History for the Index Type defined. The previous index is thebase index for the 1st period.

2. If the Finder Date was set to Use Most Recent, the current index would be the indexfor a date that is the closest to the Index Finder Date for that period.

3. For the 2nd period, the index date is 01/01/01 and this date is used to calculatethe current index. To calculate the previous index, the system first calculates thedifference between the index dates of the current and the previous period. In thiscase, the difference is 4 months ( 01/01/01 - 09/01/00 )

4. In the case where the Index Finder is Always Finder Date with/without Back Billthe previous index date = Current Index date - 4 months ( as calculated in step 3)= 09/01/00 This date is used to find the previous index.

5. In the case where the Index Date is Use Most Recent , the system first finds thecurrent index. If the Index Finder date was 01/01/01 and the most recent, publishedindex available was for 12/01/00, then the current index is the one that waspublished for 12/01/00. The previous index date is then calculated as 12/01/00 - 4= 08/01/00. The previous index is the one published for 08/01/00.

• Increase from Previous Year-Use Previous current CPI: In this case, the previousindex for each period = current index of the prior period. For example: Considerthat a rent increase has the following 2 periods defined. The 1st basis periodhas Date Assessed as 01/01/01 and the Index Finder Date is 09/01/00. For the2nd basis period, the Date Assessed is 05/01/01 and the Index Finder Date is01/01/01. For period 2, the current index = index corresponding to index finderdate of 01/01/01 and the previous index = current index for period 1 = indexcorresponding to index finder date of 09/01/00

The base index is provided in the Agreement tabbed region.

Calculating Rent IncreaseThis section describes the calculation process after the basis and the percent have beendetermined. If a rent increase relation is Fixed or Basis Only, there is only a singlepayment/billing term generated for the period. If the rent increase relations is IndexOnly, then the number of payment/billing terms depends upon the value of the IndexFinder.

Note: The examples and scenarios outlined in this section are based onthe assumption that the terms are not being allocated.

In a simple case, if the relation is Index Only and the index is indicated on time (thatis, the system date is prior to the assess date), then Property Manager calculates arecurring rent increase. In the more complex case, the index for a relation Index Only isreported late (the system date postdates the assess date).

When the index is reported late, Property Manager should examine the values entered inthe Index Finder field on the Agreement tabbed region. If the date is unavailable, thenthe system will either:

• Always use Finder Date without BackBill: Property Manager will not calculate untilan index is available. In this case, a single payment/billing term is calculated assoon as the index becomes available.


• Default Most Recent: Defaults the most recent index from the table. In this case, asingle payment/billing term is calculated with the available index.

• Always Finder Date with Backbill: When the index is available, and if the systemdate of the calculation exceeds the assess date, it triggers backbilling. Backbillingresults in two payment/billing terms being created: a backbilled one-time term, anda recurring rent increase term.

The following example illustrates back-billing (the Index Finder is set to BackBill): Rentis $1,000 per month from Jan 01, 2001-Dec 31, 2002. The rent increase is 10% on baserent. Index rent increase is supposed to begin on January 1, 2002 (January 1, 2002 isthe period increase date). The index figure is not available until April 1 (the systemdate). For a rent increase year/period, there are two payment/billing terms createdfor the entire period that are added to the already existing base rent term. The firstpayment/billing term is a one time backbilled rent increase invoice amount (forthe increase owed from January through March 2002) based on the system date (1April). The second payment/billing term is a recurring rent increase (from 1 April2002 to the end of the lease term)

Each one of these payment/billing terms is is described below:

One time backbilled rent increase invoice

• Property Manager determines how late the index was reported as the maximumof the system date or the assess date: how many times was base rent paid in thetime that the rent increase was late? In this case, between January and April, therewere three months.

• How much was the constrained rent increase and how does this translate into anamount? 10% * monthly base rent = $100

• What is the back-billed amount? Number of times base rent was paid * (10%*thebase rent associated with the frequency that base rent is paid.In this case, monthly<$1,000>) = $300.00

Note: An alternative calculation is:<[(annual base rent)*increase]/invoicing frequency># of times invoiced

• Property Manager then creates a one-time invoice for $300 of rent type Back-billedRent Increase, with the Payment/Billing Start Date of the system date. Theretroactive rent increase is calculated only when the system date exceeds theAssess date

Note: For the compounded case, this Back-billed Rent Increase needs tobe summed as part of the next annual rent increase.

Recurring payment/invoice term is created

• The formula for this type of term is as follows:

• The amount of the increase = the constrained annual rent increase/the spreadfrequency that base rent is paid

• For example, if base rent is paid monthly, the annual rent is divided bytwelve. The annual rent increase appears in the Rent Increase window.

• A payment/invoice term starts from the system date and continues to the endof the lease term.

Index Rent 6-17

• The rent increase and the constrained rent are annualized amounts of the rentincrease. Property Manager examines the spread frequency value entered in theAgreement tabbed region. Usually, the rent increase will have the same frequency asbase rent. If base rent is paid monthly, the spread should also be monthly. The spreadamount (annualized/spread frequency) is then defaulted as the actual amount in thePayment/Billing tabbed region of the Lease window. The term will extend from thesystem date or the Date Assessed (whichever is later) to the end of the lease term.

• Once you approve the payment/billing term, Property Manager starts a concurrentprocess. This creates a payment/billing term in the main lease and createscorresponding schedules in the Authorize Payments and Billings window. You canthen authorize the schedule and export the amount to Payables or Receivables as aregular schedule item.

Normalization and Greater Of Scenario (Multiple Payment/Billing Terms)

• If the relation is Lesser Of and the Index is reported on time, then only onepayment/billing term is created.

• If the relation is Lesser Of and the Index is not reported on time, there are twopayment/billing terms created if the Index Finder value is Back Bill. For all othercases, there is only one payment/billing term created

• If the relation is the Greater Of and the Index is reported on time, then there are twopayment/billing terms created. One term is the normalized minimum amount andthe second is the amount that equals the difference between the default basis percentand the actual index percent change

• If the relation is the Greater Of and the Index is not reported on time, then thereare three payment/billing terms created if there is back billing. One term is thenormalized minimum amount, the second is the amount that equals the differencebetween the default basis percent and the actual index percent change to be paid fromthe system date to the end of the lease term and the third is the one time backbilledamount. In all other cases, there is a minimum of two payment/billing terms.

• When the minimum normalized amount is assessed at a later date, there arepotentially a total of four terms created: one being a recurring at least amount. Theother is a one-time, back bill at least amount. Two other terms are created whenthe index becomes available

Normalization When the Relation is Greater Of

If an rent increase agreement stipulates that a tenant should pay an increase of at least 5percent, often, the 5 percent portion of the rent increase needs to be normalized since it isknown up front and approved/transferred to the main Leases window. The index is notavailable when the lease is signed, but when, 4 months later, on 1 May, 2001 the index isavailable, and if the new percentage was 12 percent, an additional amount (7 percentof $1000) needs to be paid. Note that this additional amount is not normalized. Tosummarize, two payment terms are created now, one that is a one-time back billedamount for the duration of 4 months (4 X $70 = $280). The other is a recurring rentincrease of $ 70 from 01-May-2001 to the end of the lease term.

Increase Over ConstraintsYou can use the Increase Over Constraints function to carry forward the amounts thatexceed the rent increase maximum constraints to subsequent periods.


You can define the treatment of the amounts that exceed the rent increase maximumconstraints. The available options include the following:

• No Carry Forward

• Carry Forward Percentage

• Carry Forward Amount

You can select one of the three options in the Constraint tabbed region of the RentIncrease window. The default option is No Carry Forward.

Note: If the Carry Forward Percent or Carry Forward Amountconstraint option is used, you can only calculate unconstrained rentand constrained rent for a single period if the prior period has beensuccessfully calculated.

Change Option RulesYou cannot change these options if any rent increase terms have been approved in therent increase agreement.

You can change the selected option if the rent increase has been calculated and is stillunapproved,

When you change the value of this option, the system issues a warning and deletes theperiods and amounts that were previously generated. The system then creates newperiods and amounts for all the rent increase periods.

No Carry Forward

If you use the No Carry Forward option, none of the amounts in excess of the rentincrease maximum constraints are carried forward when the calculated CPI or the basispercentage rent increase exceeds the maximum constrained increase allowed.

Carry Forward Percentage

If you use the Carry Forward Percentage option, the amounts in excess of the rentincrease maximum constraints are carried forward in the form of a percentage.

Example of Carry Forward Percentage: Scenario 1

This example uses the following constraints:

• Rent Due: Maximum Amount is $1300, Minimum Amount is $1100

• Relation is Basis Only

The following table illustrates the constraints and calculated amounts for the example.

The key for this table is:

• Ann - Annual

• Uncon - Unconstrained

• Con - Constrained

Index Rent 6-19

BaseYear

AnnBasis

BasisChange%

ConstraintAmount

Constraint%

CarryForward%

UnconRent Due

Con RentDue

2001 12,000 12 1300 1.167% 1440 1300

2002 12,000 9 0% 1080 1220

2003 12,000 8.5 1100 0% 1020 1100



• Rent Due: Maximum Percent is 10 %, Minimum Percent is 2 %




• Ann - Annual



BaseYear

AnnBasis

BasisChange%

ConstraintAmount

Constraint%

CarryForward%

UnconRent Due

Con RentDue

2001 12,000 13 10% 3% 1560 1200

2002 15,000 8 10% 1% 1200 1500

2003 20,000 5 0% 1000 1200



• Rent Due: Maximum Amount is $1300, Negative rent is Next Period

• Relation is Index Only.



• Ann - Annual




BaseYear

AnnBasis

BasisChange%

ConstraintAmount

Constraint%

CarryForward%

UnconRent Due

Con RentDue

2001 12,000 12 1300 1.167% 1440 1300

2002 20,000 -5 0% -1000 0

2003 12,000 9 0% 1080 313.34

Carry Forward Amount

If you use the Carry Forward Amount option, the amounts in excess of the rent increasemaximum constraints are carried forward to subsequent periods as numeric amounts.

Example of Carry Forward Amount: Scenario 1


• Rent Due: Maximum Amount is $1300, Minimum Amount is $1100




• Ann - Annual

• Amt - Amount



• Fwd - Forward

BaseYear

AnnBasis

BasisChange%

ConstraintAmt

Constraint%

CarryFwd Amt

UnconRent Due

Con RentDue

2001 12,000 12 1300 140 1440 1300

2002 12,000 9 0 1080 1220

2003 12,000 8.5 1100 0 1020 1100

Example of Carry Forward Amount: Scenario 2


• Rent Due: Maximum Percent is 10 %, Minimum Percent is 2 %




• Ann - Annual

• Amt - Amount

Index Rent 6-21



• Fwd - Forward

BaseYear

AnnBasis

BasisChange%

ConstraintAmt

Constraint%

CarryFwd Amt

UnconRent Due

Con RentDue

2001 12,000 13 10% 360 1560 1300

2002 15,000 8 10% 60 1200 1500

2003 20,000 5 0 1000 1060

Example of Cascading Main Lease Changes

When the main lease payment or billing term characteristics are changed, the changesare cascaded to the rent increase agreements that are associated with the main lease.

Example of Changes Cascading from Main Lease to Rent Increase and Recalculation

This example uses the following assumptions:

• Main Lease Vendor: Supplier A

• Main Lease Rent Due: 1000

• Main Lease Term: 01-JAN-2002 to 31-DEC-2004

• Rent Increase: Fixed 10%, Basis only, Basis type: Fixed with Aggregation

On 01-SEP-2003, the following periods are generated for the rent increase:

1. 01-JAN-2002 to 31-DEC-2002

2. 01-JAN-2003 to 31-DEC-2003

The first period has a rent increase term created from 01-SEP-2003 to 31-DEC-2004 is 100for supplier A. The second period has a rent increase term created from 01-JUN-2004to 31-DEC-2004.

The two rent increase terms are approved. In the main lease, the supplier is changedfrom A to B and the rent increase term is automatically recalculated, which yields thefollowing results:

Period 1: 01-JAN-2002 to 31-DEC-2002

For period 1, the term of -100 for supplier A is approved since the calculation programonly finds payment term combinations for supplier B.

1. 01-SEP-03 to 31-DEC-04 Supplier A = 100 (Approved)

2. 01-SEP-03 to 31-DEC-04 Supplier A = 100 (Approved)

3. 01-SEP-2003 to 31-DEC-2004 Supplier B = 100 (Approved)

Period 2: 01-JAN-2003 to 31-DEC-2003

For period 2, the term of -100 for supplier A has a status of Draft since the calculationprogram finds the payment term combinations for supplier A and B. Also, the calculationprogram takes into account the payment terms from 01-JAN-2003 to 31-DEC-2003 under


the main lease, which includes the payment terms generated for the first period. Thesystem finds the following terms to derive the aggregation combination:

Main Lease Term

1. 01-JAN-2002 to 31-DEC-2004 Supplier B = 100

Rent Increase Terms for Period 1

1. 01-SEP-2003 to 31-DEC-2004 Supplier A = 100

2. 01-SEP-2003 to 31-DEC-2004 Supplier A = -100

3. 01-SEP-2003 to 31-DEC-2004 Supplier B = 100

Therefore, this combination includes an approved payment term of $100 for supplier Ain period 2. The approved term is calculated as follows:

Add: 0 (Supplier A Period 1: $100 + (- $100)) Less: <100> (Supplier A Period2: <(-$100)>) = Total: <100>

In period 1, the system generated an approved payment term of -$100 as anadjustment. In period 2, the system generated draft payment term of -100 for supplier Aas a reconcilling item. The following terms are created for period 2.

1. 01-JAN-2004 to 31-DEC-2004 Supplier A $100 (Approved)

2. 01-JAN-2004 to 31-DEC-2004 Supplier A -$100 (Draft)

3. 01-JAN-2004 to 31-DEC-2004 Supplier B $100 (Draft)

Allocating Rent IncreaseYou can have Property Manager allocate the net rent increase assessed for a periodproportionally across the main lease terms that were used to calculate the rentincrease. For example, if you have two tenants on the same lease, with separate terms foreach tenant, Property Manager creates a new rent increase term for each tenant, reflectingthe additional amounts owed by each tenant.

When allocating a rent increase, Property Manager takes the following parametersinto account:

• GL accounts (specified for each main lease term)

• Rent types

• Frequency

• Supplier or customer names and sites

• Normalize check box (used when calculating allocated rent increases using theRelation values of Greater Of and Basis Only)

• Locations assigned to terms

Creating Allocated TermsThe following example shows how multiple terms are created as a result ofallocation. When you check the Allocate Rent Increase check box, the resulting escalation(rent increase) terms are driven by the underlying lease terms specifically from thetype, purpose, frequency, GL accounts, customer/vendor name, and customer/vendorsite. The terms are initially filtered by the value in the Increase On field or the Gross

Index Rent 6-23

check box. After this initial filtering, the selected payment/billing terms are furtherfiltered into their unique combinations.

Rent Increase Allocation Example

Main lease terms:

No. Purpose Type Vendor /Customer

Vendor /CustomerSite

GLAccount& % Split

Start andEnd Date

Amount

1 Rent Base Rent Vendor 1 Site 1 AccountA: 60%

AccountB: 40%

01-JAN-01 31-DEC-03

1000

2 Rent Base Rent Vendor 1 Site 1 AccountC: 100%

01-JAN-01 31-DEC-03

1000


01-JAN-01 31-DEC-03

100

Increase Periods:

No. EffectiveDate

Start andEnd Date

Increase On IncreaseType

%

1 01-JAN-02 01-JAN-02 31-DEC-04

Base Rent Fixed 10

2 01-JAN-03 01-JAN-03 31-DEC-04

Base Rent Fixed 10

Index Increase Terms for Effective Date: 01-JAN-02:



GLAccount& % Split

Start andEnd Date

Amount


AccountB: 40%

01-JAN-02 31-DEC-03

100


01-JAN-02 31-DEC-03

100


01-JAN-02 31-DEC-03

10


Index Increase Terms for Effective Date: 01-JAN-03:



GLAccount& % Split

Start andEnd Date

Amount


AccountB: 40%

01-JAN-03 31-DEC-03

110


01-JAN-03 31-DEC-03

110


01-JAN-02 31-DEC-03

11

Rent Increase Window ReferencesThis section contains window references for all of the windows you use to define rentincreases:

Rent Increase Lease Window Reference, page 6-25

Rent Increase Window Reference, page 6-25


Rent Increase Leases Window ReferenceLease Name. The name of the lease with which the index rent agreement is associated.

Lease Number. The number of the lease with which rent increase agreement isassociated.

Rent Increase Number. Rent Increase Number is displayed. Depending upon the userprofile option, this number can be manually entered or system generated.

Index Type. Index Type is displayed. If it is a base rent increase, then the type BaseRent Increase is defaulted.

Class. The lease class of the lease. This field is a pop list containing threevalues: Direct, Third Party, and Sublease.

Location Code. The Location code of the location with which the rent increase agreementis associated. This defaults to the primary location from the main lease.

Rent Increase Window Reference

Lease Details Region

Name. The main lease name is selected from an LOV of existing finalized leases. If thelease number is already selected, the name will default. This field is required.

Index Rent 6-25

Number. The main lease number is selected from an LOV of existing finalized leases. Ifthe lease name is already selected, the number will default. This field is required.

Class. The lease class is a display-only field that defaults from the Lease window.

Commencement Date. The lease commencement date is a display-only date field thatdefaults from the Lease window.

Termination Date. The lease termination date is a display-only field that defaultsfrom the Lease window.

Location Code. The Location Code that is associated with the main lease. The systemdefaults the primary location associated with the main lease. You can override thislocation with any of the other locations that are associated with the same lease that arenot primary locations.

Rent Increase Details Region

Number. The rent increase number is unique from all the other rent increasenumbers associated with the same main lease. It is either system-generated oruser-entered, depending on the profile option set. This field is required.

Index Type. The Index Type is selected from a list of Index Types defined in the IndexHistory window. This field is required.

Commencement Date. The rent increase commencement date must lie between the mainlease commencement and termination dates. It defaults to one year greater than thecommencement date of the lease, but can be overridden. It is used to generate rentincrease periods. This field is required.

Termination Date. The rent increase termination date must lie between the main leasecommencement and termination dates and must be equal to, or later than, the rentincrease commencement date. It defaults to the termination date of the lease, but can beoverridden. The rent increase termination date cannot be greater than the main leasetermination date. This is the last date by which rent increases can be evaluated. Thisfield is required.

User Responsible. The Username LOV is similar to the Abstracted by LOV used inthe Lease window. This field is required.

Agreement Tabbed Region

Details region

Assess in Years. The frequency, in years, that rent increase is assessed. It can be anypositive, whole integer. This field is used to generate periods in the Periods tabbedregion. This field is required.

Date Assessed. The date of every year that fixed increase or rent increase is assessed, andexpressed as day-month-year, e.g. DD-MMM-YYYY. The date cannot exceed the 28thday of any month. This field is required.

Base Year. The base year value is required if the reference period is base year. Thebase year is formatted as DD-MMM-YY.

Base Index. The base index value agreed upon in the lease as the basis for whichcomparison will be made in the second year. The system can default the base index valueby using the index type from the Rent Increase Details region and the Base Year. Youcan overwrite this value


Increase On. The Increase On field is a validated list of values. If there is no base rent inthe main lease, then base rent will not appear in this LOV. This field brings up all typesdefined for the main lease associated with this rent increase agreement. If you selectOperating Expenses, the system adds all the payments or billings of the type operatingexpense for the period duration. A payment/billing term of Base Rent must exist in themain lease for base rent to appear in the LOV. This field is required.

Note: Changing the Increase On field after running the calculate rentincrease process will clear the amount in the Initial Basis field. Thevalue in the Initial Basis field will be recalculated during the nextrent increase calculation.

Gross check box. The field denotes if the system should take into account all the termsdefined in the main lease for calculation of the basis amount. The Gross check box andthe Increase On fields are mutually exclusive.

Reference Period. The Reference period is a poplist containing the values of BaseYear, Previous Year-Use Assessment Date Duration, or Previous Year-Use PreviousCurrent CPI.

• If the Reference Period is Base Year, then all the calculations are compared to thevalues in the Base Period and the Basis Type can only be the Fixed type. You cannotselect the Basis Type of Rolling or Compounded if the Reference Period is Base Year.

• If the Reference Period is Previous Year, then all increases are calculated basedon the previous rent increase period and the Basis Type can be either Rolling orCompounded. It cannot be Fixed.

• Increase from Previous Year-Use Assessment Date Duration: If the increase isfrom the previous year, then the current index value is compared to the previousyear index value. For the previous year, the calculation is: (current period indexvalue - previous year index value)/previous year index value. The followingtable illustrates a two-step process outlined to calculate the index percentagewhen the reference period is Previous Year-Use Assessment Date Duration. Thisprocess helps explain how the index date is determined if the reference period isprevious year - Use Assessment Date and the second period begins less than ayear after the first period.

Period Date Assessed Index Finder Date

1 01/01/01 09/01/00

2 05/01/01 01/01/01

If the reference period is Previous Year and the default relation is Index Only, GreaterOf, or Lesser Of: for period 1, the current index is the index corresponding to theindex finder date: 09/01/00. This information is available in the Index History forthe Index Type defined. The previous index is the base index for the 1st period. .

If the index finder date is Default Most Recent, the current index would be the indexcorresponding to a date that is the closest to the index finder date for that period. Ifthe index finder is Always Finder Date with BackBill, then the current index wouldcorrespond to the CPI for 09/01/00. The same applies if the index finder is AlwaysFinder Date without BackBill.

Index Rent 6-27

For the second period, the index date is 01/01/01, and this date is used to calculatethe current index. To calculate the previous index, the system first calculates thedifference between the assess dates of the current and the previous period. In thiscase, the difference is four months (01/01/01 - 05/01/00 ).

If the index finder is Always Finder Date with/without Backbill, the previousindex date = current index date - 4 months (as calculated above) = 09/01/00. Thisdate is used to find the previous index.

If the index date is Use Most Recent, the system finds the most recent currentindex. If the Index Finder date was 01/01/01 and the most recent, publishedindex available was for 12/01/00, then the current index is the one that waspublished for 12/01/00. The previous index date is then calculated as 12/01/00 - 4= 08/01/00. The previous index is the one published for 08/01/00.

• Increase from Previous Year-Use Previous Current CPI: In this case, the previousindex for each period = the current index of the prior period. Considering theprevious example, for period 2, the current index = the index corresponding tothe index finder date of 01/01/01 and the previous index = the current index forperiod 1 = the index corresponding to index finder date of 09/01/00.

Basis Type. The basis type can be Fixed, Rolling, or Compound. If fixed, the basis staysthe same from period to period. If Rolling, the basis for each new period is calculatedas selecting all payment/billing items, depending on the value of the Increase Onfield, that lie within the basis start and end dates. If the basis is compounded, then thesystem will add this year’s rent, plus the previous year’s rent increase, to calculate thenew basis, Also, if the initial basis is defined and the Basis Type is fixed, then it is theinitial basis amount that is populated in the annualized basis fields for all periods. Thisfield is required.

Index Finder. The Index Finder field is a scroll box containing three values and acontingency default if the index is unavailable. The three values include the following:

• Always Finder Date without BackBill - The finder date is always used

• Default Most Recent - The most recent index date defaults

• Always Finder Date with BackBill - The systems waits until the index date isavailable. It then creates an extra payment/billing term for the backbilled amount

Defaults region

Default Relation. The default relation value is selected from four availableoptions, including; Greater Of, Lesser Of, Basis Only, and Index Only

Default Basis %. The optional default basis percentage to be used for calculations. Thisfield is disabled when the relationship Index Only is specified.

This field is required and defaults to the value Default Most Recent.

Default Term. The term used for payment/billing purposes. The LOV will only displayexisting term templates. This field is required.

Negative Rent. This field is a pop list with three possible values, including the following:

• Ignore: Choosing this value will cause the system to ignore the negative rent.

• This Period: This value recognizes the negative rent in this period.

• Next Period: Choosing this value will pass on the negative rent as an abatement tothe next period.


The default is to disallow negative rent increase. This field is required.

Spread Frequency. The spread frequency is how the annual invoiced amount isspread over the year. It cannot be updated after one rent increase invoice has beenexported. This field is required.

Index Finder Months. This is the number that will be added to the Date Assessed tofind the Index Finder Date for each period. The number can be any whole integer. (positive, negative or zero). This field is required and defaults to -2.

Initial Basis. The Basis rent to be used in calculations of the first period. System picks upall the payments or billings of type base rent for the period duration, and puts the sumin this field. Although you can update this field, once the basis amounts in the basisperiods have been calculated, updating the initial basis in the Agreements tabbed regionwould not change the basis amounts in the periods dynamically. To recalculate, youwould first have to Undo periods or delete the individual basis amounts.

The basis is automatically calculated as the annual amount of what the increase ison. Optionally, check the Retain initial basis for calculation check box if you do not wantto override the initial basis when the rent increase is recalculated. If the check box ischecked, and the initial basis field is not null, the initial basis is not overridden. If thecheck box is selected and the initial basis is null, the null initial basis is overridden andreplaced with a new calculated value.

If the increase is on base rent, then the sum of all lease payments or billings of type BaseRent for the duration of the year are defaulted into the Base Rent field. Individualpayment/billing terms are displayed in the non-validated LOV. The calculations aredefaulted, but the you can update the values. Also, if the Gross check box is checked, thebasis amount is the sum of all the payment/billing terms defined in the main lease forthe basis period. This field is required with rent increases.

Rounding Flag check box. The rounding flag check box field controls whether or not thepayment term amount (annualized constrained rent increase amount/spread frequency)is rounded. More rounding options can be added at the main lease level and are effectiveat the line item level before the payment/billing is exported.

Allocate Rent Increase check box. Use this check box to indicate that you want PropertyManager to allocate the net rent increase assessed for a period proportionally across themain lease terms that were used to calculate the rent increase.

Basis Periods Tabbed Region

Number. The number of the periods, distinguished by assessment dates. The field issystem-generated.

Date Assessed. The date the rent increase is assessed. It is not updatable if there are anyapproved payment/billing term for that period. The field is system-generated.

Start Date. This value is system generated, but can be updated. The basis start date is366 days prior to the Assess Date.

End Date. The Basis End date is the day prior to the Assessed Date. This field issystem-generated.

Index Finder Date. The index finder date is the sum of the values of the Date Assessedplus the Index Finder Months. This value is defaulted into the Index Finder Date fieldfor each period. The index finder date is the date associated with the index and is thedate used to select the current index value. You can update the Index Finder Date field.

Index Rent 6-29

Actual Index Date. The actual index date represents the index finder date used tocalculate the previous index. This field is especially useful in determining the indexfinder date for the previous index when the Default Most Recent option is selected inthe Index Finder Method field.

Annualized Basis. The value of this system calculated field dependents on the followingscenarios:

• If Increase On has the value of Base Rent, then the field is the sum of Base Rent forthe period

• If the increase is on operating expenses, then the field is the sum of the operatingexpenses for the period. The same is applicable for any type selected from the LOVthat lists all types defined for that lease

• If the Gross check box is checked, and the increase is on Gross Rent, then the field isthe sum of all types defined for the period.

• If the basis is defined to be fixed in the Agreement, it will stay the same fromperiod to period.

• If the basis is defined as rolling, it is calculated as the sum of all types defined in theIncrease On field for that basis period.

• If the basis is compounded, then the field is calculated as the sum of this year’sbasis plus all previous rent increases.

The basis is calculated as all pertinent schedule items between the Basis Start and Enddates. This value defaults and can be updated.

Relationship. The possible values for this field include; Greater Of, Lesser Of, BasisOnly, and Index Only.

• Greater Of - The system calculates rent increase % and compares it to a user enteredbasis increase %. The system selects the greater % and uses it to calculate the RentIncrease

• Lesser Of - Of the two percentages, index and basis, the smaller percentage isselected and used to calculate the rent increase

• Basis Only - The system uses the user entered percentage for basis increase, andcalculates a fixed percentage increase

• Index Only - The system only examines the index percentage increase

This field is required.

Index Change %. The Index Change % is the system-calculated index change, andfactors in base period or previous period.

If the rent increase is based on the Base Year, then the % Change formula is (CurrentIndex-Base Year Index)/Base Year Index.

If the rent increase reference period is Previous Year, then the % Change formula is(Current Index-Previous Year)/Previous Year.

The field is required only if the relation is Index Only, Greater Of and Lessor Of.

Basis Change %. The user-entered % of basis change to be compared with the index %change. If rent increases are fixed, then this field is required and user entered. If there isa comparative, such as the greater of or the lesser of, then this field is required.

Unconstrained Rent Due. The calculated annualized rent increase amount.


Constrained Rent Due. The constraints from Constraints window are applied to theunconstrained rent increase. Constraints from Negative Rent in the Agreement tabbedregion are also applied.

Constraints Tabbed Region

Increase Over Constraint. You can define the treatment of the amounts that exceed therent increase maximum constraints. The available options include the following:

• No Carry Forward: If you use the No Carry Forward option, none of the amountsin excess of the rent increase maximum constraints are carried forward whenthe calculated CPI or the basis percentage rent increase exceeds the maximumconstrained increase allowed.

• Carry Forward Percentage: If you use the Carry Forward Percentage option, theamounts in excess of the rent increase maximum constraints are carried forwardin the form of a percentage.

• Carry Forward Amount: If you use the Carry Forward Amount option, the amountsin excess of the rent increase maximum constraints are carried forward to subsequentperiods as numeric amounts.

Scope. The scope poplist consists of two values: Rent Due or Period to Period Increase.

Minimum Amount. The Minimum Amount constraint is mutually exclusive with theMinimum Percentage constraint.

Maximum Amount. The Maximum Amount constraint is mutually exclusive with theMaximum Percentage constraint and must be equal to or greater than the MinimumAmount.

Minimum Percentage. The Minimum Percentage increase constraint is mutuallyexclusive with the Minimum Amount constraint.

Maximum Percentage. The Maximum Percentage constraint is mutually exclusive withthe Maximum Amount constraint and must be equal to or greater than the MinimumPercentage.

Related Topics

Assigning Office Space to Employees and Cost Centers, page 5-2

Assigning Office Space to Customers, page 4-12

Modifying Employee Office Space Assignments, page 5-8


Index Rent 6-31

7Variable Rent

Overview of Variable RentThe Variable Rent feature allows landlords to collect rent based on a variety of variablefactors, such as sales volumes, weight, and usage. The most common type of variablerent is percentage rent. In this case, landlords can collect a portion of rent based on apercentage of the volume of a tenant’s sales made on the leased premises. Percentage rentworks similarly to income tax. Retailer payments depend on revenue brackets, which aredefined by breakpoints. Similar to tax brackets, when sales surpass an amount specifiedin the breakpoint, tenants may be charged a percentage of the sales amount for the entireamount or for the amount over the breakpoint, depending upon how the breakpoint isset up. Also, tenants can pre-pay estimated volume rent, and reconcile any differencesbetween actual and forecasted volume rent.

Variable rent can also be charged based on such things as weight and usage. Forexample, a shipping company may charge fees based on weight; utility companies cancharge customers based on the volume of usage; state and local governments chargetaxes based on sales volume; and maintenance expenses are charged as a rate on totalmaintenance volume.

Property Manager provides the following variable rent types:

• Percentage rent

• Common area maintenance (CAM)

• Insurance

• Taxes

• Utilities

• Weight

• Income

• Other

Property Manager uses the data entered in the variable rent agreement to calculateand reconcile variable rent. You can also use the variable rent feature to create andapprove terms.

ConsiderationsWhen using the variable rent feature, you should consider the following:

• Tenants often do not pay variable rent for the entire lease term. A variable rent termof three years can reside within a given lease term of four years.

Variable Rent 7-1

• Different business channels and product categories on the same premises may besubject to different variable rent breakpoints.

• Variable Rent can be charged on sales volumes that are cumulative ornon-cumulative. For example, percentage rent may be charged only after $2,000,000in annual sales are reached (cumulative), or it may be assessed every monthafter a specified amount, such as $200,000 in monthly sales, has been surpassed(non-cumulative).

• Throughout the given variable rent term, the rates charged can vary.

• Rates can vary by revenue level. For example, in addition to base rent, a jewelrystore may pay an additional rent of 6% of annual sales in excess of $100,000; and8% on any sales in excess of $200,000.

• Invoices can be based on actual or forecasted sales. If they are based on forecastedsales, then the landlord and the tenant will reconcile at the end of the year andgenerate an invoice for the difference.

• You can enter maximum and minimum constraints for variable rent calculations.

Variable Rent AgreementsBefore you can use the variable rent feature to calculate and reconcile variable rent, andto create and approve terms, you need to create a variable rent agreement. To create avariable rent agreement, you need to do the following:

• Associate a variable rent agreement with an existing lease

• Enter variable rent agreement details

• Associate a GL calendar with your agreement or specify a year start date

• Specify reporting and invoicing frequencies

• Enter line items

• Enter breakpoints

• Enter volume history

• Enter deductions, abatements, and constraints

When you create a variable rent agreement, you associate the variable rent agreementto an existing lease by entering the lease name or number in the Name field in theLease Details region of the Variable Rent window. The other lease details are enteredautomatically.

In the Variable Rent window, you enter general information about the agreement, suchas dates, the purpose, and the type of variable rent. You also need to decide whether toinvoice based on actual or forecasted amounts, how to handle negative rent amounts, andwhether variable rent will be based on cumulative or non-cumulative volumes.


Entering Variable Rent Agreement Details

Invoicing on Actual and Forecasted Amounts

You can base variable rent on actual amounts or forecasted amounts. If you choose theActual option, you simply enter the actual sales amounts in the Volume History windowand run the Calculate Variable Rent process. No reconciliation is necessary in thiscase. You then create and approve terms for the calculated variable rent amount.

If you need to make any updates to the entered sales amounts, you must do so beforeapproving terms, then recalculate variable rent. Once terms are approved, you cannotchange either the agreement or the sales amounts. In this case, you need to create anadjustment . See: Adjusting Variable Rent, page 7-25.

Note: If you choose the Actual option, the Forecasted tabbed region isdisabled, and you cannot enter any forecasted amounts.

If you select the forecasted option, you are required to enter forecasted amounts in theVolume History window. Property Manager calculates variable rent based on theseamounts. You then create and approve terms for the forecasted amounts. After creatingand approving terms, you then need to enter actual amounts, and run the Reconciliationconcurrent process to reconcile forecasted and actual amounts. You then create andapprove terms for the reconciled amounts.

Negative Rent

In some circumstances, negative rent is assessed. You determine how Property Managerwill treat negative rent assessments by choosing one of the following options:

Variable Rent 7-3

• Ignore: If you choose Ignore, Property Manager ignores the negative rent amountand treats it as a zero amount. The Ignore option is the default.

• Defer: If you choose Defer, Property Manager ignores the negative rent amount forthe invoice period in which it was incurred, and applies it to the calculated variablerent for the next invoice period. If a negative rent amount is assessed during the lastinvoice period of the variable rent agreement, the negative rent is credited or appliedas an abatement, since it can no longer be deferred to a future invoice period.

• Credit: If you choose Credit, a rent invoice for a negative amount is issued for theinvoice period in which the negative rent occurred.

Cumulative Versus Non-Cumulative Volumes

You can choose to have Property Manager assess variable rent based on cumulative ornon-cumulative sales volumes. If you choose to have variable rent assessed based onnon-cumulative sales volumes, this means that for each reporting period, the tenant’ssales are examined to see if the sales volume surpasses the group breakpoint (thebreakpoint that corresponds to the reporting frequency). If it does, then rent is assessedfor that reporting period and charged for the invoicing period.

If you choose to have variable rent assessed based on cumulative sales volumes, thenvariable rent will be assessed only when the tenant year-to-date sales surpass the period(annual) breakpoint amount. For example, if the period/annual breakpoint is defined as$2,000,000, and the cumulative or year-to-date sales volume does not surpass $2,000,000until the third invoicing period, variable rent will not be assessed for the first twoinvoicing periods, but beginning with the third invoicing period, it will be assessed foreach invoicing period.

Generating PeriodsAfter you have defined variable rent details, you choose whether to use a GL calendarto generate periods, or to generate periods using the Year Start Date. You also need tospecify frequencies and due dates in the Variable Rent Dates window so that PropertyManager can automatically generate periods for variable rent assessment, and determinedates for volume reporting and invoicing. You are required to set up reporting andinvoicing frequencies and dates.

After choosing the method for generating periods and setting up frequencies anddates, you generate periods by choosing the Generate Periods button on the VariableRent Dates window.

Note: If you are using a GL calendar, and the GL calendar associatedwith the variable rent agreement is shorter than the variable rentterm, you receive a message stating: "The GL calendar is shorter than thevariable rent term. Please extend this calendar or select a different one."

See: Defining Calendars, Oracle General Ledger User Guide

Line ItemsYou can have variable rent assessed for an entire store by setting up a single line item, oryou can have variable rent assessed for each department by setting up multiple lineitems. Each line item represents a different department or sales channel. You can definedifferent breakpoint rates for each of the sales channels, based on sales volumes. You are


required to define at least one line item for a variable rent agreement. You need to enterbreakpoints, volume history, and, if applicable, deductions, separately for each line item.

BreakpointsFor each line item, you need to enter at least one breakpoint. Breakpoints are used byProperty Manager to determine the rate at which variable rent should be assessed andthe sales volume that must be reached before variable rent is assessed.

A breakpoint can have a break type of either natural or artificial. If you select a breaktype of natural, the breakpoint volume is system calculated. Only one natural break canexist per line item per period. If you select natural as the break type, you also need toinclude the base rent amount, base rent type, and natural break rate. This information isused to calculate the breakpoint volume. The breakpoint volume is automaticallycalculated and the rate is defaulted to the natural breakpoint rate. For an example ofhow the natural breakpoint is calculated, see: Period Breakpoint Volume, page 7-6.

If you select a break type of artificial, you need to enter the breakpoint volume and thebreak rate. You can enter multiple breakpoint volumes and corresponding rates. TheBase Rent, Base Rent Type, and Natural Break Rate fields are disabled.

For the natural break rate, you can define a base rent type of fixed or rolling. If thebase rent type is fixed, the base rent is the same each period. Property Manager usesthe base rent from the first variable rent period to calculate natural breakpoint volumesfor all subsequent periods. If the base rent type is rolling, then the base rent amount iscalculated each period based on the main lease payment/billing terms.

Property Manager allows the following three breakpoint types:

• Stratified: If there are multiple breakpoints, the tenant pays a specified rate for eachbreakpoint included in the sales amount. The stratified breakpoint type workssimilarly to tax brackets: A tenant pays one rate for the first bracket, and a differentrate for the incremental amount over the second bracket.

For example: The sales amount is $3000. The agreement states that the tenantpays 15 percent for an amount below $1000, and 10 percent for any amount over$1000. The total amount the tenant would pay is: $1000 @ 15% + 2000 @ 10%= $150 + $200 = $350.

• Flat: If there are multiple breakpoints, the tenant pays only the rate associated withthe last breakpoint included in the sales amount. The rate is charged only on theamount above the breakpoint.

For example: The sales amount is $3000. The agreement states that the tenantpays 10 percent of any amount over $1000. The total amount the tenant wouldpay is: $2000 @ 10% = $200.

• Sliding: If there are multiple breakpoints, the tenant pays only the rate associatedwith the last breakpoint included in the sales amount. The rate is charged on theentire sales amount.

For example: The sales amount is $3000. The agreement states that the tenant pays10 percent of the entire amount if the sales amount is over $1000. The total amountthe tenant would pay is: $3000 @ 10% = $300.

Breakpoints are displayed for the period and for the group date.

Variable Rent 7-5

Period and Group Breakpoint Volume

If you choose a break type of natural, Property Manager calculates the period breakpointand group breakpoint based on the natural break rate and the base rent figure for theperiod. You can have only one natural breakpoint.

The period breakpoint volume is calculated as follows:

• Natural breakpoint volume (for a period) = Period Base Rent/Natural Break Rate

For example, if the period is a year, and the annual base rent is $177,570 per year, and thenatural break rate is 5 percent, the period breakpoint volume is calculated as:

$177,570/.05 = $3,551,400

The group breakpoint volume is calculated as follows:

• Period breakpoint/Number of reporting periods = Group breakpoint volume

Using figures from the Period Breakpoint Volume example above, if the periodbreakpoint is 3,551,400 and there are 12 reporting periods, the group breakpoint iscalculated as follows:

• 3,551,400/12 = 295,950

If you choose a break type of artificial, you enter the breakpoints manually.

You must enter either the period breakpoint volume or the group breakpoint volume. Ifyou enter the period breakpoint volume, Property Manager calculates the groupbreakpoint volume automatically. If you enter the group breakpoint volume, PropertyManager calculates the period breakpoint volume automatically.

If the break type is artificial, you can enter as many breakpoint volumes as you like. Youcan change breakpoints any time up until the first payment term is approved andtransferred to the main lease.

Volume HistoryProperty Manager allows you to store volume information such as sales and utilityusage, as reported by the tenant on a regular basis. You can enter as many volumetransactions as necessary, grouped by group date. For example, you can enter salesvolumes daily, weekly, or monthly.

Group dates are generated according to the reporting frequency selected. Groupdates subdivide periods into monthly, quarterly, semi-annual, or annualsub-periods, as specified. For example, if the period is the year 2001, and thereporting frequency is monthly, Property Manager generates twelve groupdates: 01-Jan-01, 01-Feb-01, 01-Mar-01, and so forth. These dates are stored in thesystem. Once you specify the From and To dates to enter volume information for thereporting period, the system will default the corresponding group date. For example, ifyou want to report monthly sales for January 2002, you need to enter the From date as01-Jan-02 and the To date as 31-Jan-02. Property Manager associates the sales with theJanuary group date period. If you want to record daily sales statistics, you need to enterthe To Date to be the same as the From date, and enter a record for each day of a month.

The reporting date is a user-entered field. The due date is determined based on theReporting Due Date (# of Days or Day of Month) you entered in the Variable Rent Dateswindow. See: Variable Rent Dates Window Reference, page 7-30.

If you choose to have variable rent invoiced on actual figures, the Actual Amountcolumns in the Volume History window are mandatory. The Forecasted tabbed region


is disabled. When the variable rent amount for a transaction in an invoicing period istransferred to the lease, Property Manager checks the Transferred check box for all groupdates that correspond to the transaction. This helps you track approved data. After atransaction is transferred, you can adjust its volume history. You can enter a new volumehistory record and choose the Adjust button to calculate an adjusted variable rent and thedifference between old and new rent amounts. See: Adjusting Variable Rent, page 7-25.

If rent is based on the forecasted amounts, the Forecasted Amount columns aremandatory. Before you can reconcile the forecasted amounts, you need to enteractual volume history amounts. When you enter actual volumes, Property Managerimmediately calculates the difference between the actual and forecasted amounts in theActual - Forecasted field. To calculate its impact on the variable rent, you can run theReconciliation concurrent process. Once a transaction is verified and approved, itcannot be updated. In this situation, you need to create an adjustment. See: AdjustingVariable Rent, page 7-25.

If Variable Rent is invoiced on actual amounts, volume history transactions may needapproval from an internal manager or a CPA firm. Therefore, each transaction has astatus with system-defined values of Draft, Approved, and On Hold. The status is usedfor information purposes only.

DeductionsA landlord and tenant may agree that certain sales volumes may be excluded fromgross sales before variable rent is calculated. This may include deductions for bad debtexpense, employee purchase, reductions, or tenant improvements. Property Managerallows you to enter deductions in the variable rent agreement. You can enter as manydeductions as necessary, associating each deduction with a group date corresponding tothe group dates in the Volume History window. Deductions are applied to gross salesbefore variable rent is assessed.

ConstraintsCertain type of constraints can be applied to variable rent for each invoicedate. Constraints can be entered for each period. Constraints are applied after thevariable rent amount is calculated.

There are two types of constraints:

• Maximum: There is a maximum amount specified in the variable rent agreement. Forexample, variable rent is determined to be $5000 for a particular period. There is amaximum amount of $4000 specified in the variable rent agreement. The invoice iscreated for $4000.

• Minimum: There is a minimum amount specified in the variable rent agreement. Forexample, variable rent is determined to be $2500 for a particular period. There is aminimum amount of $3000 specified in the variable rent agreement. The invoice iscreated for $3000.

AbatementsProperty Manager allows you to enter several types of abatements.

Abatements are applied after the variable rent amount has been calculated andconstrained. Abatements are applied at the period level when the payment term iscreated. The following types of abatements are available in Property Manager:

Variable Rent 7-7

• Negative rent

• Rolling allowance

• Recurring

Negative Rent Abatement

A negative rent abatement is applied in the invoicing period in which the negative rentwas incurred, if you have chosen a value of Credit for the Negative Rent field on theVariable Rent window. If you have chosen a value of Defer, the negative rent amountis ignored in the invoicing period in which the negative rent was incurred, and thenegative rent abatement will be applied in the next period in which variable rent is apositive amount. If you chose a value of Ignore, no negative rent abatement will beapplied. See: Negative Rent, page 7-3.

Negative Rent Abatement Example:

In the following example, the variable rent agreement has two periods, invoicing issemiannual, and negative rent is set to Defer. There are two invoices issued for eachperiod.

Period 1, invoice 1 The negative rent amount is $-5000. It isignored in this invoicing period and is carriedover to the next one. The rent amount is $0.

Period 1, invoice 2 The variable rent amount is $10,000. $-5000 isapplied as an abatement. Therefore, the rentamount is $10,000 + $-5000 = $5000.

Period 2, invoice 1 The negative rent amount is $-2500. Thisamount is carried over to the next invoicingperiod. The rent amount is $0.

Period 2, invoice 2 The negative rent amount is $-3500 + $-2500= $-6000. The negative rent amount is appliedas an abatement, since this is the last invoice inthe variable rent agreement.

Rolling Allowance Abatement

A rolling allowance abatement is negotiated between a landlord and a tenant. Thelandlord might agree to provide the tenant an allowance for such occurrences as refittingspace or performing in-store maintenance. You can specify an allowance amount for theentire variable rent agreement term. It decrements with each invoice until it is used up.

You set up a rolling abatement by entering an abatement amount in the Agreementtabbed region of the Variable Rent window.

Rolling Allowance Abatement Example:

The landlord provides a lump sum amount of $120,000 at the beginning of the variablerent term. The first year’s variable rent is $100,000. In this case, the first year’s rent is$0 after the allowance abatement is applied. The remaining $20,000 is automaticallyentered as an abatement in the next variable rent period.


Recurring Abatement

A recurring abatement allows you to specify which payment or billing term from themain lease should be used as an abatement to the variable rent amount. You can indicateeither a specific base rent term amount or any combination of payment/billing termsthat exist in the main lease. Property Manager calculates the total abatement amount foran invoice period by adding the amounts for selected payment/billing terms.

You set up a recurring abatement by choosing the Abatement Details button in theVariable Rent-Period window.

Example

You have a 2-year direct lease that starts on January 1, 2001 and ends on December31, 2002. There are two payment terms entered for this lease:

• Base Rent: monthly payments of $1,000 for the lease term

• Operating Expenses: monthly payments of $500 for the first year

There is a 2-year variable rent agreement associated with the lease. There are twovariable rent periods generated with monthly reporting frequency and quarterlyinvoicing frequency. The first invoicing period takes into account Volume History forJanuary, February, and March 2001. The Abatement Details window displays bothpayment terms for the first invoice period: Base Rent and Operating Expense. If youneed to define only base rent as a recurring abatement for the first invoice, you selectthe Base Rent payment term. Property Manager adds up the base rent of a $1,000 forthe three months in the quarter, and generates a recurring abatement of $3000 for thefirst invoicing period.

Entering a Variable Rent AgreementPrerequisite:

• You need to set up a lease to which the variable rent agreement will beassociated. See: Setting Up New Leases, page 4-1.

To enter variable rent agreement details:1. Navigate to the Variable Rent window by selecting Leases and Documents:Variable

Rent:Enter Variable Rent. At the Find Variable Rent window, click New. Click Newto open the main Variable Rent window.

Variable Rent 7-9

2. In the Lease Details region, enter the lease name or number of the lease you want toassociate with the variable rent agreement. The lease information defaults into theLease Details region.

3. In the Variable Rent Details region, enter a variable rent number. If thePN: Automatic Variable Rent Number Generation profile option is set toYes, Property Manager enters a number automatically.

4. Choose the variable rent purpose, for example, Rent.

5. Choose the type of variable rent. See: Variable Rent Window Reference, page 7-27.

6. Enter the commencement and termination dates. These dates default from the mainlease. You can enter different dates, but they must be within the lease term.

7. Select a unit of measure.

8. In the Agreement tabbed region, select whether variable rent should be invoiced onactual or forecasted amounts.

9. Indicate whether negative rent amounts should be ignored, deferred, or credited.

10. If you plan to have Property Manager apply a rolling allowance abatement, enteran abatement amount.

11. Select the term template that will be used to create terms.

12. Indicate if accrual will be used.

Note: This field is used for information purposes only.

13. Save your work.


To enter date information and generate periods:

1. In the main Variable Rent window on the Agreement tab, select the Dates button.

2. Choose whether to use a GL calendar to generate periods.

3. If you are using a GL calendar, you must enter a GL calendar name and the periodtype. The Year Start Date field is disabled.

If you are using the year start date to generate periods, enter the year start date. TheUse GL Calendar, GL Calendar, and Period Type fields are disabled.

4. In the Reporting region, enter the reporting frequency and the due date (either theday of the month or the number of days after the end of the reporting period).

5. In the Invoicing region, enter the invoicing frequency and the due date (either theday of the month or the number of days after the end of the invoicing period). Thespread frequency is automatically set to One-Time. You cannot change this value.

6. Save your work.

7. Select the Generate Periods button. You are automatically returned to the VariableRent window with the Periods tabbed region selected.

Variable Rent 7-11

To define line items:Note: You must define at least one line item for each period.

1. From the main Variable Rent window, in the Periods tabbed region, choose theLine Items button.

2. Enter the appropriate information in the category columns. If your variable rentagreement has a type of percentage, you need to enter the business channel andproduct category. For example, the business channel might be Commercial and theproduct category might be Clothing.

3. Save your work.

4. Repeat steps 1 and 2 if you need to define more than one line item.

To define breakpoints:Note: You must define at least one breakpoint for each line item.

1. In the Line Items window, select the line item for which you want to createbreakpoints and choose the Breakpoints button.

2. In the Breakpoint Details tabbed region, choose the break type: either Naturalor Artificial.

3. If you chose a break type of Natural, enter the base rent type: either Fixed orRolling. If you chose a break type of Artificial, this field is disabled.

4. If you chose a break type of Natural, enter the natural break rate. If you chose abreak type of Artificial, this field is disabled.


5. If you chose a break type of Natural, enter the base rent. If you chose a break type ofArtificial, this field is disabled.

If the main lease has a payment/billing term with a purpose of Rent and a typeof Base Rent, Property Manager defaults the base rent amount based on thepayment/billing term frequency and actual amount.

Note: You can update the defaulted base rent value.

6. Enter the breakpoint type: Stratified, Sliding, or Flat.

7. If you chose a break type of Artificial, enter at least one breakpoint From and Toamount and the corresponding percentage rate in the Period Breakpoint Volumeregion. If there is no value in the To field, this represents an infinite amount.

Note: If you chose a break type of Artificial, you can enter as manybreakpoints as you like.

If you chose a break type of Natural, the From and To amounts are populatedautomatically based on the natural break rate and the base rent amount. If youchose a break type of Natural, you can have only one breakpoint. See: PeriodBreakpoint Volume, page 7-6.


9. To enter breakpoints for additional line items, repeat steps 1 through 7.

To define volume history for actual amounts:1. In the Line Items window, select the line item for which you want to enter volume

history and choose the Volume History button.

2. If you have chosen to invoice on actual amounts, the Actual tabbed region opensautomatically.

3. In the Actual tabbed region, enter the From and To dates for each group date forwhich you are entering volume history.

Note: The group date values are entered by Property Manager.

4. Enter the reporting date.

5. Optionally enter a GL account.

6. Enter the sales amount.


8. To enter volume history for additional line items, repeat steps 1 through 7.

To define volume history for forecasted amounts:1. In the Line Items window, select the line item for which you want to enter volume

history and choose the Volume History button.

2. If you have chosen to invoice on forecasted amounts, the Forecasted tabbed regionopens automatically.

Variable Rent 7-13

3. In the Forecasted tabbed region, enter the From and To dates for each group date forwhich you are entering volume history.


4. Optionally enter a GL account.

5. Enter the sales amount.


7. To enter volume history for additional line items, repeat steps 1 through 6.

To define deductions:1. In the Line Items window, select the line item for which you want to enter deductions

and choose the Deductions button.

2. Enter the From and To dates for each group date for which you are enteringdeductions.


3. Optionally enter the GL account number.

4. Optionally enter the deduction type, for example, bad debt.

5. Enter the amount of the deduction.

6. Save your work.

To enter constraints:1. In the main Variable Rent window, choose the Periods tab.

2. Choose the Constraints button.

3. Enter Variable Rent for the category.

4. Enter the type of constraint, either minimum or maximum.

5. Enter the amount of the constraint.

6. Save your work.

To apply rolling allowance abatements:1. Query your variable rent agreement.

2. If the Abatement Amount field does not contain an amount, enter an abatementamount in that field.

3. Calculate variable rent for the period.

4. Choose Review to go to the Variable Rent-Period window.

Navigate to the Actual tabbed region to view the rolling abatement amounts appliedto the variable rent in the Rolling Allowance field.

Note: You can override the rolling allowance abatement amount ineach invoicing period, but the override amount cannot exceed the


abatement amount that was entered in the Agreement tabbed regionof the Variable Rent window.

To apply negative rent abatements:Prerequisite:

Ensure the Negative Rent field is set to Credit or Defer.

1. Query your variable rent agreement.



Navigate to the Actual tabbed region to view the negative rent abatement amountsin the Negative Rent Applicable field.

If the Negative Rent field is set to Credit, the negative rent amount is applied as anabatement.

If the Negative Rent field is set to Defer, the negative rent amount is deferred to thenext period, and applied as an abatement in the following period.

To enter and apply recurring abatements:Prerequisite:

Ensure your lease has at least one payment or billing term.

1. Query your variable rent agreement.



4. Choose Abatement Details.

5. At the Abatement Details window, check the Select check box for anypayment/billing terms you want included in the abatement.

6. Choose Calculate Abatement.

Based on the terms you selected, Property Manager calculates the abatement andautomatically returns you to the Variable Rent-Periods window. The recurringabatement amount appears in the Recurring Abatement field.

7. You can override this amount by entering a different amount in the RecurringAbatement Override field.

Variable Rent GatewayThe Variable Rent Gateway facilitates mass entry of sales data and provides forthe automatic import of this data into the Property Manager variable rent volumehistory tables. Users can create large volumes of sales information from tenant salesreports, mall sales reports, or miscellaneous sales reports. This is accomplished bycreating a batch of records organized by volume type.

The Variable Rent Gateway includes the following processes:

• import data

Variable Rent 7-15

• create data

To import sales information from the customer’s Point of Sales (POS) to the volumehistory tables in Property Manager, users must first design a custom process to loadsales data that is collected at their POS. After this information is transferred to theinterface table, it can be imported to the volume history tables for the correspondingrent agreements. This is accomplished by using the Variable Rent Gateway to querythe sales data, modify data if necessary, and submit the data for import to the volumehistory tables.

You can also create data by entering sales information manually in the Variable RentGateway and importing this data to the respective variable rent volume historytables. The Variable Rent Gateway minimizes data entry required. When entering salesfor multiple tenants, the Volume History page is populated with data from the VariableRent Agreement window and the only field that you must enter is the Volume field.

Use the Variable Rent Gateway to perform the following tasks:

• create volume history

• modify volume history records and import them to variable rent volume historytables

• view volume history records in the Variable Rent Gateway volume history table

• purge volume history records in the Variable Rent Gateway interface table

See: PN_VOL_HIST_BATCH_ITF interface table, page 10-27 andPN_VOL_HIST_LINES_ITF interface table, page 10-30

View and Modify Volume History Processes

View and Modify Volume History Process Diagram

The following diagram shows the view and modify volume history process as describedin View and Modify Volume History Process Steps, page 7-17.


View and Modify Volume History Process Steps

The view and modify volume history process consists of the following steps:

1. Populate the interface table with a user-designed custom process that transfers thesales information from your custom POS to the interface table. A batch is createdthat consists of volume history records.

2. Query volume history specifying any combination of the following parameters:

Batch Name: Batch name for a group of volume history records. Batches areclassified according to volume types: Actual, Forecasted, and Deductions. A batchcan include sales for multiple tenants and locations.

Status: Import status of the sales volume or deductions. Imported indicates that thebatch has been imported to the volume history tables; Pending indicates that thebatch is waiting to be imported; and Error indicates that the batch has been importedbut one or more of the volume history records failed the import process.

Lease Name: Lease name for an existing lease associated with the variable rentagreement.

Lease Number: Lease number of a lease associated with the variable rent agreement.

Location: Location associated with the main lease.

Volume Type: Type of volume history being defined. Predefined values includeActual, Forecasted, and Deduction.

Reporting Date Low: The minimum reporting period start date.

Reporting Date High: The maximum reporting period end date.

Variable Rent 7-17

Based on the criteria entered, Property Manager automatically queries up volumehistory records and batches that exist in the Variable Rent Gateway interface table.

3. Delete a batch by clicking the Delete icon. If the batch status is Imported or Error, thebatch cannot be deleted.

4. View individual volume history records by clicking the batch name. To viewadditional details of the volume history record, click on Show.

5. Update, delete, or duplicate volume history records by clicking the Update icon. Thefollowing fields can be updated:

• Sales Channel

• Product Category

• Reporting Start Date

• Reporting End Date

• Volume

Note: If the volume history record status is Imported, it cannotbe updated or deleted.

6. Submit the batch for import to the volume history tables or save the batch for importat a later time. Only completed records can be imported.

The Submit button initiates a concurrent process that imports all completedrecords to the relevant variable rent lease volume history tables. You can import aspecific batch or a set of batches but you cannot import specific records within abatch. Property Manager informs you of the concurrent request number and thestatus of the batch and its individual volume history records.

Create Volume History ProcessYou can create volume history records using the Variable Rent Gateway for the following:

• a variable rent agreement that has previously been defined in Property Manager

See: Entering a Variable Rent Agreement, page 7-9.

• a location

• a tenant

• a main lease that has variable rent agreements

Create Volume History Process Diagram

The following diagram shows the create volume history process as described in CreateVolume History Process Steps., page 7-19


Create Volume History Process Steps

The create volume history process consists of the following steps:

1. Query a batch specifying any combination of the following parameters. For adescription of the parameters, see View and Modify Volume History Process Steps,page 7-17.

• Lease Name

• Location

• Variable Rent Number

• Volume Type

• Reporting Date Low

• Reporting Date High

The Reporting Date Low and the Reporting Date High are required parameters. Ifyou do not specify any other parameter other than the reporting date range, PropertyManager defaults data for all valid variable rents that exist in Property Managerthat have valid periods for the report dates entered.

2. Create a new batch by assigning a name to the batch and entering the volume salesinformation in the Volume field. You can also modify the following fields:

• Sales Channel

• Product Category

• Reporting Start Date

Variable Rent 7-19

• Reporting End Date

3. Submit the batch for import to the volume history table or save the batch for importat a later time. Only completed records can be imported. If a batch has 10 volumerecords and you have only completed entering data for 5 of the volume records, thenyou can click Save for Later and complete the task at another time. To complete thetask, you can query the batch and all 10 records are displayed. However, if you clickSubmit, only the five completed records are imported and when you query thebatch, only the five completed records are displayed.

The Submit button initiates a concurrent process that imports all completedrecords to the relevant variable rent lease volume history tables. You can import aspecific batch or a set of batches but you cannot import specific records within abatch. Property Manager informs you of the concurrent request number and a logfile displays the Imported, Pending, or Error status of the batch and the status of theindividual volume history records. You can view details of errors by requeryingthe batch and drilling down to the line level of each individual volume historyrecord. You cannot modify an imported batch or the volume history recordsbelonging to that batch.

If you have not completed entering all the volume history data, you can save thebatch for import at a later time. Property Manager assigns a Pending status to theincomplete batch. To complete the batch, requery the batch and click the Updateicon to enter data. When the records are complete, submit the batch for import.

4. Purge a batch or volume history records by running the Variable Rent GatewayPurge Process. This process purges volume history batches with a status of Importedthat have been successfully transferred to the volume history table. If a batch hasrecords that are in Error or Pending status, then those records cannot be purged, butthe records with an Imported status can be purged.

Entering Volume History Using the Variable Rent GatewayPrerequisite

• Enter a variable rent agreement in the Variable Rent Agreement window.

To update and create volume history:

1. Navigate to the Volume History page by selecting Variable Rent Gateway: VolumeImport.

2. To make modifications, query volume history batches, enter changes, and submitfor import.

3. To create new volume history records, click Create Volume History.


4. Query a pre-existing variable rent agreement.

5. Click Continue.

6. In the Batch Header field, enter a batch name.

7. In the Volume field, enter the volume history amount.

8. Submit for import or save for import later.

Note: If the import process fails, you can requery the batch and view errors at theindividual line level.

9. To view the results, navigate to the Volume History window.

To view volume history

1. In the Volume History page, query volume history batches.

2. Click the batch name.

Variable Rent 7-21

To purge volume history batches and records

1. Navigate to the Submit Request window by selecting Open Interfaces: VariableRent Gateway: Purge.

2. Choose the Variable Rent Gateway Purge Process.

3. Enter at least one of the following parameters in the Parameters window:

• Batch Name

• Reporting Date Low

• Reporting Date High

4. Choose OK.

5. Submit the request.

Calculating Variable RentAfter you enter breakpoints and volume history, Property Manager has the informationit needs to calculate variable rent. You can calculate variable rent for the entireperiod, for multiple variable rent periods, or only for a particular line item. You canhave Property Manager calculate variable rent for multiple leases at the same timeusing the Calculate Variable Rent concurrent process. You can re-run the concurrentprocess as many times as necessary.

To calculate variable rent for a period:1. Query your variable rent agreement.

2. Navigate to the main Variable Rent window.

3. Navigate to the Periods tabbed region.

4. Choose Calculate to submit the Calculate Variable Rent concurrent process.

5. To view the calculation results, requery your variable rent agreement.

6. On the Periods tabbed region on the main Variable Rent window, choose the Reviewbutton to open the Variable Rent-Period window.

To calculate variable rent for a single line item:1. Navigate to the Line Items window.

2. Select the line item for which you want to calculate variable rent.

3. Choose Calculate to submit the Calculate Variable Rent concurrent process.

4. To view the calculation results, requery your variable rent agreement.

5. On the Line Items window, review rent details by selecting the line item for whichyou calculated variable rent and choose Open.

To calculate variable rent from the Submit Request window:1. Choose Leases and Documents:Variable Rent:Variable Rent Concurrent Requests.

2. Select Single Request and choose OK.

3. In the Submit Request window, enter Calculate Variable Rent in the Name field.


4. Enter any parameters that apply. If you want to calculate variable rent for morethan one lease, you can enter a range of leases. If you want to calculate variablerent for all invoicing periods up through a specific sales month, choose the ForSales Month Ended parameter.

5. Choose OK.

6. Submit the request.

Related TopicsSubmitting a Request, Oracle Applications User's Guide

Creating and Approving TermsAfter calculating and reconciling variable rent, if applicable, you need to create andapprove terms. You can create and approve terms in the Variable Rent-Period window, oryou can create and approve terms by running the appropriate concurrent processes fromthe Submit Request window.

Once you approve variable rent amounts, you cannot change them. If you need tomake any modifications, you need to create an adjustment. See: Adjusting VariableRent, page 7-25.

If you are invoicing on forecasted amounts, after running the Reconcile Variable Rentconcurrent process, you need to create terms for the variance amount in the Summarytabbed region of the Variable Rent - Period window. See: Reconciling Variable Rent,page 7-24.

Creating TermsPrerequisite:

• Calculate variable rent for your variable rent agreement.

To create terms:1. Query your variable rent agreement.

2. In the Periods tabbed region of the main Variable Rent window, choose Review.

3. On the Variable Rent-Period window, check the Create Terms check box next to eachof the invoices for which you want to create terms.

4. Save your work.

To create terms from the Submit Request window:1. Choose Leases and Documents:Variable Rent:Variable Rent Concurrent Requests.


3. In the Submit Request window, enter Create Variable Rent Terms in the Name field.

4. In the Parameters window, enter the range of invoices for which you want to createterms.

5. Submit your request.

Variable Rent 7-23

Approving TermsPrerequisite:

• Calculate variable rent for your variable rent agreement.

• Create terms

To approve terms:1. Query your variable rent agreement.

2. In the Periods tabbed region of the main Variable Rent window, choose Review.

3. Choose Approve for each of the invoices that you want to approve.

OR

Choose Term Details to review your terms and change the status to Approve.

To approve terms from the Submit Request window:1. Choose Leases and Documents:Variable Rent:Variable Rent Concurrent Requests.


3. Choose the Mass Approve Variable Rent Terms concurrent process.

4. In the Parameters window, enter the range of invoices for which you want toapprove terms.


Related TopicsSubmitting a Request, Oracle Applications User's Guide

Reconciling Variable RentIf you choose to invoice based on forecasted amounts, you need to reconcileforecasted amounts with actual amounts. Before you can reconcile, you need toapprove the forecasted amounts and enter actual amounts in the Volume Historywindow. The Reconcile Variable Rent process calculates variable rent based on actualamounts, compares the variable rent calculated based on actual amounts with thevariable rent calculated based on forecasted amounts, and determines the differencebetween the forecasted and the actual amounts (the variance).

You can initiate the Reconcile Variable Rent concurrent process by choosing the Reconcilebutton in the Variable Rent Details window for each invoicing period that needs to bereconciled. You can also submit the Reconcile Variable Rent concurrent process fromthe Submit Request window.

Note: The Reconcile button is enabled only after forecasted variablerent is approved and actual amounts are entered for any group datewithin an invoicing period.

After you run the Reconcile Variable Rent process, actual variable rent amounts aredisplayed in the Actual Variable Rent column on the Summary tabbed region of theVariable Rent Details window. Reconciliation results are displayed in the PTD Variance


column on the Summary tabbed region of the Variable Rent Details window. After youcheck the Create Terms check box for the variance amount, Property Manager runs theCreate Variable Rent Terms concurrent process, and creates a payment or billing term forthe reconciled amount. See: Creating and Approving Terms, page 7-23.

You can modify any entries affecting the reconciliation (actual volume, deductions, andabatements), and re-run the Reconcile Variable Rent process as many times asnecessary. However, you cannot change the amount after you transfer the varianceamounts to the main lease. At this point, you can create an adjustment if you want tomake any modifications. See: Adjusting Variable Rent, page 7-25.

Prerequisites:

• Calculate variable rent based on forecasted amounts.

• Create and approve terms for the forecasted amounts.

• Enter actual volume history amounts.

To reconcile variable rent:1. Query your variable rent agreement.

2. Choose Review to open the Variable Rent-Period window.

3. On the Actual tabbed region of the Variable Rent-Period window, choose Reconcileto run the Reconcile Variable Rent concurrent process.

4. Requery the variable rent agreement to see the reconciliation results.

To reconcile variable rent from the Submit Request window:1. Navigate to the Submit Request window.

2. Choose the Reconcile Variable Rent concurrent process.

3. In the Parameters window, enter the range of invoices for which you want toreconcile variable rent.

4. Choose Submit.

Adjusting Variable RentThe Adjustment process allows you to add a new entry for actual amounts in the VolumeHistory window after a variable rent payment/billing term has been approved andtransferred to the main lease. If there is more than one line item at a location, thenadjustments can be made to all of them. The calculations will be conducted for each lineitem separately and the combined adjusted amounts will be displayed for the InvoiceDate for the period. To reflect any decreases in actual amounts, Property Managerallows a negative volume amount entry.

After you enter updates to volume history amounts, you choose the Adjust button tocalculate actual variable rent based on adjusted amounts and determine the adjustmentamount. Property Manager compares adjusted variable rent with the previouslyinvoiced actual variable rent and displays the difference in the Adjustment column of theAdjustment History window. You can navigate to the Adjustment History window fromthe Periods tabbed region of the main Variable Rent window.

Variable Rent 7-25

You can rerun an adjustment process as many times as necessary. However, after aninvoice for the adjustment amount is approved and transferred, Property Managercreates an entry in the Adjustment History table. Any subsequent modifications need tobe made by creating another adjustment.

Prerequisites:

• You need to have calculated variable rent, and created and approved terms.

• Before creating an adjustment, you need to enter additional amounts in the VolumeHistory window, which will be used in creating the adjustment.

To enter an adjustment:1. Query your variable rent agreement.

2. On the Periods tabbed region of the main Variable Rent window, choose Adjust.

Property Manager calculates variable rent for the new adjusted amounts anddetermines the amount of the adjustment.

3. Choose Adjustment History to view the adjusted amounts in the AdjustmentHistory window.

4. In the Adjustment History window, check the Create Terms check box to createterms for the adjusted amount.

Note: You must create terms for adjusted amounts from thiswindow.

5. Approve terms by choosing the Approve button or opening the Term Detailswindow and changing the status to Approve.

Window ReferencesThis section contains window references for the main windows you use todefine, calculate, and reconcile variable rent.

Related TopicsVariable Rent Window Reference, page 7-27

Variable Rent Dates Window Reference, page 7-30

Line Items Window Reference, page 7-32

Breakpoints Window Reference, page 7-34

Volume History Window Reference, page 7-36

Deductions Window Reference, page 7-37

Constraints Window Reference, page 7-38

Variable Rent - Line Item Window Reference, page 7-39

Variable Rent - Period Window Reference, page 7-40



Variable Rent Window Reference

Lease Details Region

Name. The name of the lease associated with the variable rent. Either the lease name orthe lease number is required. Once one is entered, the rest of the lease information isdefaulted into the Variable Rent window.

Number. The lease number of the lease associated with the variable rentagreement. Either the lease number or the lease name is required. Once one isentered, the rest of the information about the lease is defaulted into the Variable Rentwindow.

Commencement Date. The lease commencement date. This value is defaulted fromthe lease record.

Termination Date. The lease termination date. This value is defaulted from the leaserecord.

Location. The location associated with the variable rent agreement. You select thislocation from the list of active locations listed on the lease. The primary lease location isdefaulted from the lease record.

UOM. The unit of measure, such as square feet or pounds.

Variable Rent Details Region

Number. The unique variable rent number. This number is either user-entered orsystem-generated. To have this number generated automatically, you need to set thePN:Automatic Variable Rent Number Generation profile option to Yes.

Purpose. The purpose of the rent agreement. The same values should appear asin the Purpose field in the Payment/Billing terms window. Possible values arerent, insurance, and depreciation.

Type. The type of variable rent. The variable rent type can be any of the following:

• Percentage Rent: Allows you to set up variable rent to be based on a percentageof your sales volume.

• CAM: Allows you to charge CAM expenses as a rate on the total maintenancevolume.

• Insurance: Allows you to charge variable rent based on insurance volume.

• Taxes: Allows you to charge variable rent based on income tax volume.

• Utilities: Allows you to set up variable rent to be based on the volume of usage.

• Weight: Allows you to charge variable rent based on shipped package weight.

• Income: Allows you to charge variable rent based on insurance income.

• Other: Allows you to define a variable rent type to meet your business needs.

Commencement Date. The variable rent commencement date. This date defaultsfrom the lease commencement date, but can be changed. The date must be withinthe lease term.

Termination Date. The variable rent termination date. This date must be greater thanor equal to the variable rent commencement date. This date defaults from the leasetermination date, but can be changed. The date must be within the lease term.

Variable Rent 7-27

Abstracted By. The user ID of the person entering the variable rent details. This valuedefaults from the user name of the person who signed on.

Currency. The currency in which rent is paid.

Agreement Tabbed Region

Invoice On. You use this field to select whether variable rent is paid on actual orforecasted volume sales. If you select Actual, then actual amounts are required. If youselect Forecasted, then forecasted amounts are required.

Negative Rent. This field indicates how negative rent is handled. You can set NegativeRent to any of the following options: Credit, Defer, or Ignore (default). If the negativerent is credited, Property Manager issues a rent invoice for a negative amount forthe invoicing period in which the negative rent occurred. If the negative rent isdeferred, Property Manager ignores it for the original invoicing period and applies it tothe calculated variable rent for the next positive invoicing period. In the last invoicingperiod of the variable rent agreement, the negative rent is credited, since it can nolonger be deferred to a future invoicing period. If the negative rent is ignored, PropertyManager does not recognize the negative variable rents amounts and treats them as 0.

Cumulative Volume. This field indicates whether or not variable rent is calculated basedon cumulative or non-cumulative sales volumes. If you choose Yes, year-to-date salesvolumes and annual breakpoints are used to determine variable rent amounts. If youchoose No, monthly sales volumes and breakpoints are used.

First Period Prorated Days/Last Period Prorated Days. These fields are applicable if youset Cumulative Volume to Yes. Property Manager automatically calculates the values inthis field based on the number of days within the first/last variable rent period.

These fields are entered automatically by Property Manager after you generate periods.

First Period GL Days/Last Period GL Days. These fields are applicable if you setCumulative Volume to Yes. This field indicates how many days there are in the GLcalendar that corresponds to the first and the last variable rent period. These fields areentered automatically by Property Manager after you generate periods.

Note: The above two fields are used to calculate a proration factor forthe first and last periods of the variable rent agreement.

The first period proration factor is calculated as follows:

• First period prorated days / First period GL days

The last period proration factor is calculated as follows:

• Last period prorated days / Last period GL days

If the first/last period is partial, the proration factor is less thanone. Otherwise, it is equal to one.

First Group Prorated Days/Last Group Prorated Days. These fields are applicable ifyou set Cumulative Volume to No. Property Manager automatically calculates thevalues in this field based on the number of days in the first/last group date of thevariable rent agreement.

These fields are entered automatically by Property Manager after you generate periods.

First Group GL Days/Last Group GL Days. These fields are applicable if you setCumulative Volume to No. This field indicates how many days there are in the GL


calendar months that correspond to the first and the last group dates of the variablerent agreement. These fields are entered automatically by Property Manager afteryou generate periods.

Note: The above two fields are used to calculate a proration factor forthe first and last group dates of the variable rent agreement.

The first group date proration factor is calculated as follows:

• First Group Prorated Days / First Group GL Days

The last group date proration factor is calculated as follows:

• Last Group Prorated Days / Last Group GL Days

If the first/last group date is partial, the proration factor is less thanone. Otherwise, it is equal to one.

Dates button. Use this button to open the Variable Rent Dates window. The VariableRent Dates window becomes view only after the first payment or billing term istransferred to the main lease.

Abatement Amount. Use this field to specify the rolling allowance abatement amountthat is available for the variable rent agreement. Property Manager applies the abatementamount to the calculated and constrained variable rent for each invoicing period. If theabatement amount is larger than the variable rent invoice amount, only the abatementamount equal to the rent amount is used. The remaining abatement amount is carriedover to the following invoicing period. The abatement decrements with each invoiceuntil it is used up. The abatement is applied at the period level.

Term Template. The name of the term template that will be used to create terms for thevariable rent agreement. If the lease that is associated with the variable rent agreement isdirect, the list of values contains only the payment term template names. If the leasethat is associated with the variable rent agreement is third party or sublease, the list ofvalues contains only the billing term template names.

Accrual. Indicates whether or not an accrual process will be available.

Term Template button.Use this button to open the Find Billing or Payment TermTemplate window. You can find and select an existing term template or create a newone. You can also modify existing term templates. Click select to add the term templateto your Variable Rent Agreement record.

Adjust All button. Use this button to initiate a variable rent adjustment processfor several/all periods. Enabled only after an invoice is transferred for at least onevariable period.

Calculate All button. Use this button to calculate variable rent for several or allperiods. This button is enabled only after you have entered and saved breakpoints andvolume history for at least one variable rent period.

Periods Tabbed Region

Num. The system-generated, unique variable rent period number. This field isdisplay-only.

Start Date. The start date of the variable rent period. The first period start date defaultsfrom the variable rent commencement date. The start date of the next period shouldbe on the day after the end date of the previous period.

Variable Rent 7-29

End Date. The end date of the variable rent period. The end date is determined bythe period frequency. The last period’s end date corresponds with the variable renttermination date.

Actual Variable Rent. A system-calculated, display-only field that shows the variablerent after constraints and abatements are applied. The amount shown is based on thefollowing formula: Actual Variable Rent = Constrained Actual Rent - Abatements.

Forecasted Variable Rent. A system-calculated, display-only field that shows theforecasted rent calculated for the period. This field is populated only if Invoice On isset to forecasted.

PTD Variance. This field shows the difference, or variance, between actual variable rentand forecasted variable rent. The amount is based on the following formula: Actual Rent- Forecasted Rent = Variance.

Status. The system defined period status. The status can be any of the following:

• Open: The variable rent status for a period is displayed as Open until payment termsfor all invoicing dates within a period are transferred. When payment terms for allinvoice dates are transferred, the status becomes Complete.

• Complete: After all payment terms for all invoice dates are approved andtransferred, the status changes from Open to Complete. If invoicing is on actual, theReconciled status is not applicable. A period status value should change fromOpen to Complete. If invoice is on forecasted, then a period status value shouldchange from Open to Complete when forecasted amounts for all invoicing dateswithin a period are transferred.

• Reconciled: After variance (actual - forecasted) amounts for all invoicing dateswithin a period are approved and transferred, the variable rent status value changesto Reconciled.

Variable Rent Dates Window ReferencePeriod Frequency. Determines the frequency with which variable rent periods aregenerated. The value cannot be greater than the variable rent term. The period frequencyis automatically set to Annual, and cannot be changed.

Use GL Calendar. Indicates whether you will use a GL calendar to generate periods. Ifyou set this field to Yes, you must enter a value in the GL Calendar and Period Typefields, and the Year Start Date field is disabled. If you set this field to No, you mustenter a value in the Year Start Date field, and the GL Calendar and Period Type fieldsare disabled. The default is No.

Year Start Date. You specify the date on which Property Manager should begingenerating periods. This field is disabled when the Use GL Calendar field is set to Yes.

GL Calendar. You select a previously defined GL accounting calendar from the list ofvalues. This field is disabled when the Use GL Calendar field is set to No.

Period Type. Allows you to select the type of GL period in the GL calendar that will beused to generate variable rent periods. For example, you can choose Month, Week, orQuarter.


Reporting Region

Frequency. Determines the frequency that sales volume is reported to landlord. Possiblevalues are Monthly, Quarterly, Semiannually, and Annually. You cannot update this fieldonce variable rent invoices have been approved and transferred.

Due Date (Day of Month). The day of the month following the reporting period whenthe volume report is due. The value of this field can be 1 through 28. The value in thisfield determines the Due Date field in the Volume History window. This value recursfor all the periods in the variable rent term. If you enter a value in this field, the DueDate (# of Days After) field is disabled.

For example, if the reporting due date is specified as 15, the reporting due date willalways be the 15th of the month following the last report. If variable rent commences on01-Jan-2000 and the reporting frequency is monthly, the first due date is 15-Feb-2000.

Due Date (# of Days After). The number of days after the end of the reporting periodwhen the volume report is due. The value in this field determines the Due Date field inthe Volume History window. This value recurs for all the periods in the variable rentterm. If you enter an amount in this field, the Due Date (Day of Month) field is disabled.

For example, if the due date is specified as 10 and the reporting frequency is monthly, thevolume report will be due 10 days after the end of the reporting month. If variable rentcommences on 15-Jan-2000 and the reporting frequency is monthly, the first volumereport will be due 10 days after 14-Feb-2000 (the end of the reporting period), which is24-Feb-2000.

Invoicing Region

Frequency. This field indicates how often the variable rent is invoiced. Possible valuesare Monthly, Quarterly, Semiannually, and Annually. You cannot update this field oncevariable rent invoices have been approved and transferred. The invoicing frequencymust be greater than or equal to the reporting frequency.

Spread. Indicates the frequency of the payment/billing term. This field is automaticallyset to One-Time and cannot be changed.

Invoice Date (Day of Month). The day of the month after the end of the invoicingperiod when variable rent is due. This value is defaulted into the Start Date field andthe Schedule Day field of the Invoicing Term Details window for a billing or paymentterm. This amount recurs for all the periods in the variable rent term. If you enter avalue in this field, the Invoice Date (# of Days After) field is disabled.

For example, if the invoice date is specified as 15, variable rent will always be due on the15th of the month following the end of the invoicing period. If variable rent commenceson 01-Jan-2000 and the invoicing frequency is monthly, the first due date is 15-Feb-2000.

Invoice Date (# of Days After). The number of days after the end of the invoicing periodthat variable rent is due. This value is defaulted into the Start Date field and the ScheduleDay field of the Invoicing Term Details window for a billing or payment term. Thisvalue recurs for all the periods in the variable rent term. If you enter an amount in thisfield, the Invoice Date (Day of Month) field is disabled.

For example, if the invoice date is specified as 10 and the invoicing frequency ismonthly, variable rent will be due 10 days after the end of the invoicing period. If variablerent commences on 15-Jan-2000 and the invoicing frequency is monthly, variable rent willbe due 10 days after 14-Feb-2000 (the end of the reporting period), which is 24-Feb-2000.

Variable Rent 7-31

Term (in days). The invoicing term in days. This field determines the invoicing enddate. Enabled only if Spread Frequency is other than One-Time.

Line Items Window Reference

Period Details Region

Number. The period number, defaulted from the Periods tabbed region of the mainVariable Rent window. This field is display-only.

Start Date. The period start date defaulted from the Periods tabbed region of the mainVariable Rent window. This field is display-only.

End Date. The period end date defaulted from the Periods tabbed region of the mainVariable Rent window. This field is display-only.

Line Items Region

Num. The item number. There is one item number for each row. These numbers aregenerated sequentially by Property Manager.

Channel. The business channel, for example, Internet, wholesale, or retail. The valuesfor this field are defined by the user. You need to define at least one channel or productcategory to save the line item record.

Note: This field is available only when you a choose a type of Percentagein the main Variable Rent window.

Product Category. The product category, for example, clothing or shoes. The values forthis field are defined by the user. You need to define at least one channel or productcategory to save the line item record.

Note: This field is available only when you a choose a type of Percentagein the main Variable Rent window.

Obligation Type. Category of the responsibility. The appropriate person in yourorganization maintains the list of valid values in the Lookups window.

Note: This field is available only when you a choose a type of CAM inthe main Variable Rent window.

Responsibility Type. A category that corresponds to the selected obligation type. Forexample, if your company specified Utilities as the obligation type, the responsibilitymight be defined as Electricity or HVAC.

Note: This field is available only when you a choose a type of CAM inthe main Variable Rent window.

Insurance Type. The type of insurance. Some examples of insurance types arefire, liability, and personal injury.

Note: This field is available only when you a choose a type of Insurancein the main Variable Rent window.

Coverage Type. The type of insurance coverage.


Note: This field is available only when you a choose a type of Insurancein the main Variable Rent window.

Tax I.D. Tax identification for income taxes.

Note: This field is available only when you a choose a type of Taxes inthe main Variable Rent window.

Tax Type. Type of income tax.

Note: This field is available only when you a choose a type of Taxes inthe main Variable Rent window.

Type 1. Defined by the user. Used for any other line item channel.

Note: This field is available only when you a choose a type ofUtilities, Weight, Income, or Other in the main Variable Rent window.

Type 2. Defined by the user. Used for any other line item channel.

Note: This field is available only when you a choose a type ofUtilities, Weight, Income, or Other in the main Variable Rent window.

Actual Rent. This field shows the actual variable rent calculated by the CalculateVariable Rent concurrent request for a given line item. This field is display-only.

Forecasted Rent. This field shows the forecasted variable rent calculated by the CalculateVariable Rent concurrent request, for a given line item. This field is populated only ifinvoicing is on Forecasted. This field is display-only.

Status. The system-defined line item status. The status can be any of the following:

• Open: When a breakpoint is defined for a line item, its status is Open. The lineitem status is displayed as Open until all payment terms for this period line itemare approved and transferred.

• Complete: After all payment terms for this period line item are approved andtransferred, the status is changed to Complete. If invoicing is on actual, actualamounts are approved. If invoicing is on forecasted, then forecasted amountsare approved for the line item.

• Reconciled: If invoicing is on forecasted, after all payment terms for a line item arereconciled, the status changes to Reconciled.

Comments. You can optionally enter comments in this field.

Breakpoints button. This button opens the Breakpoints window. This button is enabledonly after at least one line item is entered and saved.

Volume History button. This button opens the Volume History window. This button isenabled only after at least one line item is entered and saved.

Deductions button. This button opens the Deductions window. This button is enabledonly after at least one line item is entered and saved.

Variable Rent 7-33

Calculate button. This button initiates the Calculate Variable Rent concurrentprocess. This button is enabled only after rent breakpoints and volume history for atleast one transaction for a line item are entered and saved.

Open button. This button opens the Variable Rent - Line Item window. This button isenabled after rent calculation for a line item is completed.

Breakpoints Window ReferenceLease Name. The name of the lease, defaulted from the main Variable Rent window. Thisfield is display-only.

Lease Number. The number of the lease, defaulted from the main Variable Rentwindow. This field is display-only.

Period Number. The period number, defaulted from the main Variable Rentwindow. This field is display-only.

Period Start Date. The period start date, defaulted from the main Variable Rentwindow. This field is display-only.

Period End Date. The period end date, defaulted from the main Variable Rentwindow. This field is display-only.

Channel. The business channel, defaulted from the Line Items window. This field isdisplay-only.

Product Category. The product category, defaulted from the Line Items window. Thisfield is display-only.

Reporting. The reporting frequency, defaulted from the Dates window. The reportingfrequency can be monthly, quarterly, semi-annual, or annual. This value is used in theGroup Breakpoint calculation. This field is display-only.

Break Type. The break type can be either Natural or Artificial. The default value is blank.

• If the break type is Natural, the breakpoint volume is system calculated. You canhave only one natural break per line item per period.

• If the break type is Artificial, you need to enter the breakpoint volumesmanually. You can enter multiple breakpoint volumes and corresponding rates.

When you choose a break type of Artificial, the Natural Break Rate, Base Rent Type, andBase Rent fields are are disabled. The Rate field is required.

Base Rent Type. The base rent type can be either fixed or rolling. The default valueis blank. If the break type is Natural, then this field is required. If the break type isArtificial, then this field is disabled.

• If the Base Rent Type is Fixed, then the base rent does not change from period toperiod. In this case, Property Manager uses base rent from the first variable rentperiod in all the following periods.

• If the Base Rent Type is Rolling (or moving), then the Base Rent is calculated everyperiod.

Natural Break Rate. User-entered field. This rate is entered by the user and is usedto calculate the natural breakpoint. It can differ from the rate associated with thePeriod/Group Breakpoint Volume. If the break type is Natural, then this field ismandatory. If break type is Artificial, then this field is disabled.


Base Rent. The annual base rent amount that a tenant pays in the variable rentperiod. The base rent is used to calculate the Natural Break Rate.

If the break type is Natural, Base Rent is a required field, and Property Managerdetermines the annual base rent for the variable rent period. Property Managercalculates the base rent by selecting from the main lease all the payment or billing termsof type Base Rent for the period, and using their amounts and term frequencies. You canoverwrite the calculated base rent amount.

If the break type is Artificial, the Base Rent field is disabled.

Breakpoint Type. The breakpoint type can be any of the following: Stratified, Sliding, orFlat.

• Stratified: If there are multiple breakpoints, the tenant pays a specified rate for eachbreakpoint included in the sales amount. The stratified breakpoint type workssimilarly to tax brackets: A tenant pays one rate for the first bracket, and a differentrate for the incremental amount over the second bracket.

• Flat: If there are multiple breakpoints, the tenant pays only the rate associated withthe last breakpoint included in the sales amount. The rate is charged only on theamount above the breakpoint.

• Sliding: If there are multiple breakpoints, the tenant pays only the rate associatedwith the last breakpoint included in the sales amount. The rate is charged for theentire sales amount.

UOM. The unit of measure defaulted from the main Variable Rent window. This field isdisplay-only.

Breakpoint Volume Region

Num. The system-generated, sequential item number.

Period Breakpoint Volume: From or To. These fields are conditionally dependenton the break type. If the break type is natural, these fields are system-calculated asfollows: Base rent / Natural break rate. If the break type is artificial, these fields areeither system-generated or user-entered, depending on several factors. If you enterthe period breakpoint volume, Property Manager automatically calculates the groupbreakpoint volume. Similarly, if you enter the group breakpoint volume, PropertyManager automatically calculates the period breakpoint volume.

Group Breakpoint Volume: From or To. These fields are conditionally dependenton the break type. If the break type is natural, these fields are system-calculated asfollows: Base rent / Natural break rate. If the break type is artificial, these fields areeither system-generated or user-entered, depending on several factors. If you enterthe group breakpoint volume, Property Manager automatically calculates the periodbreakpoint volume. Similarly, if you enter the period breakpoint volume, PropertyManager automatically calculates the group breakpoint volume.

Rate. The rate to be used in calculating variable rent. This field is required. If thebreak type is natural, Property Manager defaults the natural break rate value to theRate field. You can override this value.

Comments. Use this field to enter comments about the breakpoint.

Variable Rent 7-35

Volume History Window ReferenceChannel. The business channel, defaulted from the Line Items window. This field isdisplay-only.

Product Category. The product category, defaulted from the Line Items window. Thisfield is display-only.

UOM. The unit of measure, defaulted from the main Variable Rent window. This field isdisplay-only.

Reporting. The reporting frequency, defaulted from the Variable Rent Dateswindow. This field is display-only.

Invoicing. The invoicing frequency, defaulted from the Variable Rent Dateswindow. This field is display-only.

Period Num. The period number, defaulted from the Variable Rent window. Thisfield is display-only.

Start Date. The period start date, defaulted from the Variable Rent window. This field isdisplay-only.

End Date. The period end date, defaulted from the Variable Rent window. This field isdisplay-only.

Num. The system-generated item number. These numbers are generated sequentially.

From. The From date of a sub-period for which the volume is applicable, entered by theuser. This date must be within the volume rent period.

To. The To date of a sub-period for which the volume is applicable, entered by theuser. This date must be within the volume rent period, and must be greater than orequal to the from date.

Group Date. The group date is based on the From and To dates that you entered. Youcan report sales on a daily, weekly, or bi-weekly basis. Property Manager allows you toassociate multiple transactions or sales volumes with the same group date. PropertyManager generates group dates based on the reporting frequency input in the VariableRent Dates window. This field is display-only.

Actual Tabbed Region

Reporting Date. The user-entered date on which volumes are reported. The date mustbe within a variable rent period. This date is optional.

Due Date. The date on which volume reporting is due, derived based on the ReportingDue Date (Day of Month) or the Reporting Due Date (# of Days After) entered in theVariable Rent Dates window. This date must be within a variable rent period. You canchange the value of this field.

GL Account. The GL account associated with the actual amount. This field is optional.

Amount. The actual amount of volume. If invoicing is on actual, then you are requiredto enter the actual amount in this field. If invoicing is on forecasted, this field isoptional. You must enter an actual amount to run the Reconciliation process.

Cumulative. The cumulative actual amount. This field is display-only.

Status. The status of reported sales, either Draft, On Hold, or Approved. The default isDraft. This field is for information purposes only.


Report Type. The Report Type used to report sales. This field is optional. This field isfor information purposes only.

Certified By. The user ID of the person who certified the volume amount and changedthe status from Draft or On Hold to Approved. This field is display-only and defaults tothe signed on user. This field is for information purposes only.

Transferred check box. A system-activated check box that indicates that the invoicingperiod that includes this transaction has been transferred to the lease. You cannot updatethis check box. This check box is activated only if invoicing is on actual.

Account Name. The account type automatically displayed by Property Manager, basedon the GL accounts you entered.

Comments. Use this field to enter comments about the volume history.

Forecasted Tabbed Region

GL Account. The GL account associated with the forecasted amount. This field isoptional.

Amount. The forecasted volume. If invoicing is on forecasted, you are required toenter an amount in this field.

Cumulative. Cumulative amount of the forecasted volume. This field is display-only.

Transferred. A system-activated check box that indicates that the invoicing period thatincludes this transaction has been transferred to the lease. You cannot update this checkbox. This check box is activated only if invoicing is on forecasted.

Account Name. The account type automatically displayed by Property Manager, basedon the GL accounts you entered.


Variance Tabbed Region

Amount. The actual volume amount minus the forecasted amount. This amount iscalculated by Property Manager.

Cumulative. The running total of the Actual-Forecasted calculated field.

Transferred. A system-activated check box that indicates that the invoicing period thatincludes this transaction has been transferred to the lease. You cannot update thischeck box. This check box is checked only if invoicing is on forecasted, you have runreconciliation, and data has been transferred.


Deductions Window ReferenceChannel. The line item sales type, defaulted from the selected line item number. Thisfield is display-only.

Product Category. The line item product type, defaulted from the selected line itemnumber. This field is display-only.


Variable Rent 7-37



Period Num. The period number, defaulted from the Variable Rent window. Thisfield is display-only.

Start Date. The period start date, defaulted from the Variable Rent window. This field isdisplay-only.

End Date. The period end date, defaulted from the Variable Rent window. This field isdisplay-only.

Num. The system-generated, sequential record number.

From. The From date of the sub-period for which deductions are applicable, entered bythe user. This date must be within the deductions period.

To. The To date of the sub-period for which deductions are applicable, entered by theuser. This date must be within the deductions period, and must be greater than or equalthan to the from date.

Group Date. The group date is based on the From and To dates that you entered. Youcan report sales on a daily, weekly, or biweekly basis. Property Manager allows you toassociate multiple transactions or sales volumes with the same group date. PropertyManager generates group dates based on the reporting frequency input in the VariableRent Dates window. This field is display-only.

GL Account. You can use this field to enter a GL account for the deduction source(typically, a sales account). This field is optional.

Deduction Type. The type of the deduction. Examples of deduction typesinclude: employee sales, damaged goods, and bad debt.

Amount. The amount of the deduction.

Cumulative. The running total of deduction amounts. This field is display-only.

Transferred. A system-activated check box that indicates that the invoicing periodthat includes this transaction has been transferred to the lease. You cannot updatethis check box. This check box is checked only after you have run reconciliation anddata has been transferred.

GL Account. The GL account associated with the deduction. This field is optional.

Comments. Use this field to enter comments about the deduction.

Constraints Window ReferenceReporting. The reporting frequency, defaulted from the Variable Rent Dateswindow. This field is display-only.


Period Num. The period number, defaulted from the main Variable Rent window. Thisfield is display-only.

Start Date. The period start date, defaulted from the main Variable Rent window. Thisfield is display-only.


End Date. The period end date, defaulted from the main Variable Rent window. Thisfield is display-only.



Category. The category of the constraint is set to Variable Rent. This field specifies therent type to which constraints are to be applied.

Type. The type of constraint, either Maximum or Minimum. This value specifies theceiling or floor of the constraint amount.

Amount. The actual constraint amount.

Comments. Use this field to enter comments about the constraint.

Variable Rent - Line Item Window ReferenceChannel. The business channel, defaulted from the Line Item window. This field isdisplay only.

Product Category. The product category, defaulted from the Line Item window. Thisfield is display only.




Period Number. The period number, defaulted from the Variable Rent window. Thisfield is display-only.

Period Start Date. The period start date, defaulted from the Variable Rent window. Thisfield is display-only.

Period End Date. The period end date, defaulted from the Variable Rent window. Thisfield is display-only.


Summary Tabbed Region

Forecasted Variable Rent. The forecasted variable rent, defaulted from the Forecastedtabbed region.

Actual Variable Rent. The actual variable rent, defaulted from the Actual tabbed region.

Cumulative Forecasted. The cumulative forecasted amount, defaulted from theForecasted tabbed region.

Cumulative Actual. The cumulative actual amount, defaulted from the Actual tabbedregion.

Variable Rent 7-39


Gross Volume. The summary of all sales for the invoice date. This amount is derivedfrom the Volume History window.

Deductions. The deductions amount, displayed from the Deductions window.

Net Amount. Displays the subtractions of deductions from the gross volume.

Cumulative Volume. The running total of the net amount for the invoicing period.

Actual Variable Rent. The sum of actual rent for all group dates within an invoicingperiod. You can view actual variable rent for the group date by choosing the Detailsbutton.

Cumulative Actual Variable Rent. The running total of the calculated actual variablerent.

Details button. Opens the Variable Rent Details window, which shows variable rentcalculation details for a particular period.


Forecasted Amount. The sum of all forecasted volume reported for all group dateswithin an invoice date.

Cumulative Volume. The running total of the forecasted volume amount for theinvoicing period.

Forecasted Variable Rent. The sum of forecasted rent for all group dates in thisinvoicing period. You can view forecasted variable rent for the group date by choosingthe Details button.

Cumulative Variable Rent. The running total of the calculated forecasted variable rent.

Details button. Opens the Variable Rent Details window, which shows variable rentcalculation details for a particular period.

Variable Rent - Period Window ReferenceInvoicing. The invoicing frequency, defaulted from the Variable Rent Dateswindow. This field is display-only.


Period Number. The period number, defaulted from the Variable Rent window. Thisfield is display-only.

Period Start Date. The period start date, defaulted from the Variable Rent window. Thisfield is display-only.

Period End Date. The period end date, defaulted from the Variable Rent window. Thisfield is display-only.



Invoice Date. Identifies the invoicing sub period.


Create Terms check box. Indicates whether a payment or billing term should becreated. When you check the Create Terms check box for one or more invoice dates andsave the record, the Create Terms concurrent request is initiated to create payment orbilling terms for the variable rent amounts. The Term Details button becomes enabled, sothat you can navigate to the Term Details window, review the payment or billingamount, and approve/transfer a term amount to the main lease.

If you change data and recalculate variable rent after a term is created, then the existingpayment term is erased, and the Create Terms check box is automatically unchecked.

If invoicing is on Actual, the Create Terms check box is enabled only in the Actual tabbedregion. If invoicing is on Forecasted, the Create Terms check box is enabled in theForecasted tabbed region. This check box is enabled in the Summary tabbed region onlyif invoicing is on forecasted and forecasted rent amounts have been transferred.

Reconcile button. This button runs the Reconciliation concurrent request to calculateactual variable rent and the variance (Actual - Forecasted) rent amount for an invoicingperiod. The actual rent is compared with the forecasted rent for an invoicing period, andthe difference between the two figures is the reconciliation amount for an invoice.

This field is enabled only when all of the following are true:

• Invoicing is on forecasted and the forecasted rent amount has been transferred

• Actual amounts are entered for any transferred group date

Approve button. This button approves variable rent amounts. If the term amount is$0, you must use this button to approve the term.

Term Details button. This button opens the Term Details window. You use this windowto transfer calculated amounts to the main lease. This button is enabled only after youcreate a term. When invoicing is on forecasted, and forecasted rent is already paid, theTerm Details button is disabled until you run the Reconciliation concurrent process.

Summary Tabbed Region

Forecasted Variable Rent. The forecasted variable rent, defaulted from the Forecastedtabbed region.

Actual Variable Rent. The actual variable rent, defaulted from the Actual tabbed region.

PTD Variance. The difference between actual and forecasted amounts (Actual- Forecasted).

YTD Variance. The year-to-date difference between actual and forecasted amounts(Actual - Forecasted).


Actual Variable Rent. The sum of the actual variable rent amounts calculated for allline items.

Constrained Variable Rent. The actual variable rent amounts after constraints areapplied.

Rolling Allowance. This field indicates the rolling abatement allowance, if you enteredan abatement amount in the Agreement tabbed region of the Variable Rent window.

While deductions are applied to volumes before calculating variablerent, abatements are applied after the variable rent amount has been calculated andconstrained. Therefore, abatements are applied later in the process, and are typically

Variable Rent 7-41

applied only for the variable rent period. If abatement amounts are not used, theyare carried over to the next period. You can overwrite the field value. See: RollingAllowance Abatement, page 7-8.

Recurring Abatement. Recurring abatements occur every invoicing period. You canselect any payment/billing terms to be used for this abatement, for example, PrepaidBase Rent, or Base Rent + Operating Expenses. Property Manager calculates the totalabatement amount by adding up selected payment/billing terms amounts for all groupdates within an invoicing period. The resulting sum is displayed as the recurringabatement for the invoicing period.

Recurring Abatements Override. You can override the system-calculated recurringabatement amount.

Negative Rent Applicable. If part of the available negative rent amount is appliedagainst a positive rent invoice, this amount is displayed in this field.

Approved Variable Rent. Property Manager keeps track of approved and transferredvariable rent amounts for adjustment purposes. If you create an adjustment on aninvoice date, Property Manager populates approved amounts in the Approved VariableRent field, and displays the adjustment amount in the Actual Variable rent field.

Actual Variable Rent. The actual variable rent amounts after constraints and abatementshave been applied.

Cumulative Variable Rent. The running total of the actual variable rent amountsfor the period.

Transferred check box. The system-activated check box that indicates that the actualrent for this invoicing period has been transferred to the lease.

Abatement Details button. This button opens the Abatement Details window. TheAbatement Details window shows all payment/billing terms from the main lease thatare associated with the variable rent period and with the specified invoicing period. Itallows you to select the payment/billing terms you want to use as abatements (recurringabatements) to the actual rent calculated for the invoicing period.


Forecasted Variable Rent. The sum of the forecasted variable rent amounts for allline items.

Cumulative Variable Rent. The running total of the calculated forecasted variablerent for the period.

Transferred. The system-activated check box that indicates that the forecasted rent forthis invoicing period has been transferred to the lease.


8Recovery Expense

Overview of RecoveriesThe Recoveries feature supports the calculation and reconciliation of common areamaintenance (CAM) expenses. CAM is important to any landlord that has multipletenants in a single property and any tenant that shares a property with other tenants.

Property Manager supports the recovery and verification of the following types ofrecoverable costs:

• Common area maintenance costs

• Insurance

• Taxes

Common area maintenance (CAM) costs are incurred in the operation, management, andmaintenance of the common area of a facility. CAM expenses can include, but arenot limited to, the following.

• Personnel - administration and security expenses

• Facility Structure - floors, ceilings, roofs, parking areas, and maintenance expenses

• Operations - cleaning and sewage

• Utilities - water, electricity, gas

• Appearance - painting, fixtures, signage, seasonal decorations, landscaping, snowand trash removal

In the process of recovery cost calculation, landlords bill tenants an estimate of CAMcosts throughout the year. Once a year, the actual CAM expenses are summarized andallocated out to the tenants of a particular property for that year. The prorata share ofCAM expense is calculated for each tenant and is offset with the estimates paid for thatyear. The difference is either billed or reimbursed to the tenants.

The process of CAM reconciliation is often difficult, time-consuming, and prone toerror. Property Manager provides the structure to automate this process to savetime, make verification easier, and improve accuracy. Oracle Property Manager enableslandlords to maximize revenue with the ability to allocate the CAM costs back to thetenants in accordance with the terms and conditions of the lease. From a landlordperspective, CAM functionality is critical as it involves complex calculations that can bedifferent for every lease.

Property Manager provides four recovery calculation methods for the three recoverytypes of CAM, Taxes, and Insurance. The four recovery calculation methods includethe following:

Recovery Expense 8-1

• Prorata share

• Fixed or constant charges

• Fixed rate or cost per area

• Fixed percentage of total expense incurred on the property

Property Manager Recoveries functionality uses the following variables:

• Expense: total expense incurred on property stored in General Ledger

• Area: total property area or the total gross leasable area

• Tenant’s Area: area occupied by tenant

Property Manager also factors in the time period the tenant occupies a space and themultiple percentage.

Prerequisites to RecoveriesBefore the recoveries process begins, the following prerequisites must be met.

• A property must be defined in Property Manager.

• The property must have one or more buildings defined.

• The building(s) must have at least one floor and one office.

• A lease must be abstracted.

• The lease must have at least one primary tenancy.

• A tenant must be assigned to a space.

• The billing or payment terms that will be used for recoveries must be definedfor the lease.

• The Recoverable check box on the Billings or Payment tabbed region must bechecked for each recoverable cost.

Defining Recovery Billing Terms

In the typical recovery process, landlords estimate annual recovery costs and distributeit between the tenants based on the tenants’ occupied area. The tenants are billedaccordingly throughout the year.

Landlords bill tenants for each type of expense to be recovered. For example, if alease between a landlord and tenant includes terms for the tenant to pay a share ofCAM expenses and taxes, then the landlord would enter two billing terms expensetypes: CAM and Taxes. A billing term is entered for each expense type. For eachrecoverable billing term, the Recoverable check box in the Billing tabbed region of theLeases window must be checked.

For information on entering billing terms, see: Payment/Billing Terms: , page 4-27.

Billing Recovery Estimates

The landlord approves authorized schedules for the recovery calculation and exportsthe recovery amount to Oracle Receivables. In recoveries, the billed recovery amount isthe total of expenditure items exported from the main lease for the recovery calculationperiod.


For example, if the authorized schedule for recovery costs is $1,000 per month and thebilling items for the past twelve months have been exported to AR, then the billedrecovery amount for that year will be $12,000.

For information on creating recovery schedules and exporting billed recoveryamounts, see: Payment and Billing Events and Schedules: , page 4-32.

Recovery SetupIn Property Manager, recovery costs are calculated by dividing the total expenseincurred on a property by the area of the property and prorating the result by thetenant’s occupied area. The expense class definition drives total expense, and the areaclass definition drives total area, used in the recovery calculation. Recovery setupinvolves the creation of the area and expense classes. The following diagram shows therecovery setup and extraction process.

Recovery Setup and Extraction Process

The recovery setup process begins with the creation of area and expense classes. Whenthe area and expense classes have been created, a concurrent process is run to extractrecoverable expenses. You have the option of using the concurrent process to populatethe area and expense class details, or instead allocating expenses and modifying the areaand expense classes, then populating class details later. After the area and expense classdetails are created, it can be used in the recovery calculation.


Area Class SetupBefore the recovery costs can be calculated, you must create an area class. Area classesare set up to correspond to expense classes. They define a property, location, or both, andthe exclusions of contributors area, expenses, or both. Area classes are used to determinethe total gross leasable area, which is the denominator in the recovery calculation.

An area class is set up for either an entire property, or for a group of tenants, dependingon the expense type. For example, an expense type of Food Court would only beapplicable to food court tenants, and the area denominator for each food court tenantwould be the total area of the food court tenants.

For an expense type of Tax that is incurred for an entire property, all the tenants wouldbe responsible for the recovery cost, and the area denominator for each tenant wouldequal the total area of the property or location.

Area Class Example AC10

The text and table below represents the Area Class region of the View Area Classwindow for the AC10 area class number.

View Area Class: Area Class Details

Field Data

Area Class Number AC10

Area Class Name Tot_Area

Area Class Description Total Area

Property Name P1

Location Code B3

Portion % 100

The text and table below represents the Area Class Exclusions region of the View AreaClass window for the AC10 area class number.

Area Class Exclusions

Space Standard Recovery Type Relation Area Exclusion Type

In this example, no exclusions are specified. The total area of location B3 will be used asthe area denominator for the recovery calculation.

If a major tenant’s area is excluded from the area class, the major tenant is deemed acontributor.

A contributor is a tenancy type, which is a combination of recovery space standard andrecovery type, whose area or prorata share of expenses, or both, are excluded from thecalculation of the total gross leasable area or the total expenses for all other tenants inan area class. The exclusion of area, expense, or both, is determined by the Exclusion


Type field. Area exclusions reduce total gross leasable area, and expense exclusionreduces total expenses.

The area being excluded is the contributor’s area. If no contributors exist for a propertyarea, exclusions are not entered.

Area Class Example AC20

The text and table below represents the Area Class region of the View Area Classwindow for the AC20 area class number.

View Area Class: Area Class Details

Field Data


Area Class Name Tot_Area_no_maj_sp

Area Class Description Total Area No majors are included.

Property Name P1

Location Code B3

Portion % 100

The text and table below represents the Area Class Exclusions region of the View AreaClass window for the AC20 area class number. The major tenants are contributors, andthe area of these tenants is excluded from the total property area. In this example, asspecified by the relation, all major tenants would be contributors to the total area oflocation B3.

Area Class Exclusions

Space Standard Recovery Type Relation Area Exclusion Type

Exterior Majors All Area

As illustrated in the example above, to exclude an individual tenantarea, recovery expense contributions, or both, you must specify the area classexclusions. Exclusions require a recovery type, which defines the type of tenantthat occupies a property. Examples of recovery types are Major, Cinema, FoodCourt, Freestanding, Kiosk, Pad, and Specialty. Recovery types are user-defined.

Exclusions also require a space standard. The space standard describes the usability orquality of a location. A space standard is classified as either interior or exterior. Interiormeans the entrance to the tenant occupied space is only from inside the building. Exteriormeans the entrance to the tenant occupied space is from both inside and outside thebuilding. Space standards are user definable.

To exclude tenants of specified space standard and recovery type combination, theRelation and Area fields must be specified. The relations available include the following:

• All


• Greater Than

• Lesser Than

• Greater or Equal To

• Lesser or Equal To

The exclusion type must be specified for each exclusion record. The exclusion typedefines whether contributors area, expenses, or both, will be excluded from thetotal gross leasable area or total expense. There are three possible exclusion typevalues: Area, Prorata Share, or Both.

To set up area classes:

1. Navigate to the Create Area Class window by choosing Leases andDocuments: Recovery: Recovery Agreement Landlord: Setup: Area Classes: CreateArea Class.

2. Enter values for the following fields in the Area Class Details region:

• Area Class Number

• Area Class Name

• Area Class Description

• Property Name

• Location Code

• Portion %

3. Optionally, if specifying contributors, enter values for the following fields in theArea Class Exclusions region:

• Space Standard

• Recovery Type

• Relation

• Area

• Exclusion Type

Note: If you are creating an area class for an entire property, you donot need to specify exclusions.

Note: All tenants of a specified space standard orrecovery type, whose area satisfies the relation criteria, arecontributors. Either the contributor’s area or prorata share, orboth, will be excluded from the area or expense during the recoverycalculation, based on the choice of the exclusion type.

4. Choose Apply.

Expense Class SetupAn expense class is a group of the tenants that are responsible for paying a certain typeof expense. The expense class associates the expense type to properties or locations, or


both. For each expense type, the expense class specifies the tenancy types, such as thecombination of recovery space standard and recovery type, that will contribute tothe recovery expenses.

The expense class can be set up to include either all tenants in a property, or a group oftenants, depending on the types of expenses for which the tenants are responsible.

For example, for an expense type of Tax, incurred for an entire property, all the tenantswould be responsible for the recovery cost. If there are no contributors, the numerator inthe recovery calculation would equal the total tax amount incurred for the property.

Expense Class Example EC10

The text and table below represents the Expense Class region of the View Expense Classwindow for the EC10 expense class number.

View Expense Class: Expense Class Details

Field Data

Expense Class Number EC10

Expense Class Name TAX

Expense Class Description Tax Expense Class

Property Name P1

Location Code B3

Currency USD

Portion % 100

Fee% before contributors

Fee % after contributors

The text and table below represents the Expense Type region of the View Expense Classwindow for the EC10 expense class number.

Expense Type Region

Expense Type Inclusions

Taxes

Expense type inclusions are entered for each expense type specified in the expenseclass. There may be more than one expense type defined in the expense class. Thetext and table below represents the Expense Class Type Inclusions region of the ViewExpense Class window for the EC10 expense class number.

Expense Class Type Tax Inclusions


Space Standard Recovery Type Share % Fee % BeforeContributors

Exterior Majors 100 20

Interior Food court 100 20

Interior Specialty 100 20

In the above example, every tenant on the property is responsible for paying the taxes;therefore, all tenancy types are included in the expense class type inclusions. Theexpense class numerator for each of the tenant recovery calculations is the total taxexpense amount incurred on the property unless the contributors are specified.

In a different example, an expense type of Food Court would only be applicable to foodcourt tenants, and the expense numerator for each food court tenant would be thetotal food court expense amount.

Expense Class Example EC30

The text and table below represents the Expense Class region of the View Expense Classwindow for the EC30 expense class number.

View Expense Class: Expense Class Details

Field Data


Expense Class Name Food Court

Expense Class Description Food Court Expense

Property Name P1

Location Code B3

Currency USD

Portion % 100

Fee% Before Contributors

Fee % After Contributors

Area Class Defaults

The text and table below represents the Expense Type region of the View Expense Classwindow for the EC30 expense class number.

Expense Type Region


Expense Type Inclusions

Food Court

The text and table below represents the Expense Class Type Inclusion region of the ViewExpense Class window for the EC10 expense class number.

Expense Class Types: Food Court Inclusions

Space Standard Recovery Type Share % Fee % BeforeContributors

Interior Food court 100

In the above example, only food court tenants are included in the expense class.

To set up expense classes:

1. Navigate to the Create Expense Class window by choosing Leases andDocuments: Recovery: Recovery Agreement Landlord: Setup: ExpenseClasses: Create Expense Class.

2. Enter values for the following fields in the Expense Class Details region:

• Expense Class Number

• Expense Class Name

• Expense Class Description

• Property Name

• Location Code

• Currency

• Portion %

• Fee % Before Contributors

• Fee % After Contributors

• Area Class Default

3. Enter the Expense Type in the Expense Class Types region.

4. Choose Inclusions.

5. Enter Values for the following fields in the Create Expense Class Types region:

• Space Standard

• Recovery Type

• Share % (for the expense type)

• Fee % Before Contributors (for the expense type)

6. Choose Apply.


Load Expenses from Oracle General LedgerYou can use the Extract Expenses from GL concurrent process to extract selectedexpense amounts from Oracle General Ledger and load them into the Expense Linesinterface table. Once you have extracted the selected expense amounts from OracleGeneral Ledger and loaded them into the Expense Lines interface table, you can usethe Populate Recoveries with Expenses concurrent process to import the selectedrecovery expense lines into the Recovery Expense Lines table. You can also combinetwo processes in one import.

The Extract Expenses from GL concurrent process uses an intersection or mapping tableto map selected ranges of General Ledger accounts to a location and expense type. Thistable contains the following information:

• The definition of the location to which the expenses are mapped.

• The expense accounts that are mapped to the location.

• The expense types that are assigned to expense accounts.

• The flag indicating whether or not the expense amount is recoverable.

Creating a General Ledger Expense Account Mapping

To create a General Ledger expense account mapping:

1. Navigate to the Expense Account Mapping window by choosing Leases andDocuments: Recovery: Setup: Expense Account Mapping.

2. Fill in the required fields.

3. Choose Save to save your mapping.

General Ledger Expense Account Mapping Field Descriptions

• Mapping Name: Enter a name for the General Ledger expense accountmapping. This field is required.

• Property Name: Choose a valid value from the list of values. This field is optional.

• Location Type: Choose a valid value from the list of values. This field is optional.

• Location Code: Choose a valid value from the list of values. This field is optional.

• GL Account From: Enter the beginning account segment values of the accountrange to include in the account mapping.

• GL Account To: Enter the ending account segment values of the account range toinclude in the account mapping.

• Expense Type: Enter the expense type to associate with the General Ledger accountsand location.

• Effective From: The beginning date from which the mapping is effective.

• Effective To: The ending date to which the mapping is effective.

• Recoverable: Check the check box to mark the expense as recoverable when it isimported to expense details.

Submitting the Extract Expenses from GL Concurrent Process

To submit the Extract Expenses from GL concurrent process:


1. Navigate to the Parameters window by choosing Leases andDocuments: Recovery: Extract Expense from GL.

2. In the Parameters window, enter the values required to extract the desired expensesfrom Oracle General Ledger..


Parameters for Extract Expenses from GL

• Mapping Name: Enter the name of the desired GL expense account mapping. Thisfield is required.

• Location Code: Choose a valid value from the location code list of values. Thisfield is optional.

• Property Name: Choose a valid value from the property name list of values. Thisfield is optional.

• Set Of Books: Choose the set of books used in your organization. This field ismandatory, and it defaults to the set of books used in your organization.

• Period Name Start: Choose the Oracle General Ledger period name from the listof values that defines the beginning point of the expense extraction. This field ismandatory

• Period Name End: Choose the Oracle General Ledger period name from the list ofvalues that defines the end point of the expense extraction. This field is mandatory.

• Balance Type: Choose Actual or Budget as the balance type. This field is mandatory.

• Budget Name: Choose a valid budget name if you chose Budget in the Balance Typefield. This field is mandatory if the Budget Balance Type was chosen.

• Populate Recoveries: Choose whether the expenses are automatically importedinto the Recovery Expense Lines table via the Populate Recoveries with Expensesconcurrent process. The consolidation of the Extract Expenses from GL and PopulateRecoveries with Expenses concurrent processes is controlled by the PopulateRecoveries field. This field is mandatory.

• Yes: The expenses are automatically imported into the Recovery Expense Linestable via the Populate Recoveries with Expenses concurrent process. If you selectthis option, you must enter all the fields listed below.

• No: The extracted expenses from Oracle General Ledger are not automaticallyimported into the Recovery Expense Lines table and the Populate Recoverieswith Expenses concurrent process must be manually initiated. If you select thisoption, the fields listed become irrelevant and will be disabled. Although theperiod start and end dates appear as mandatory and are defaulted based onthe General Ledger period name entered in the Period Name Start and PeriodName End fields, the system ignores their values.

• As Of Date: This date defaults to the last day of the period entered in the PeriodName End field. This field is mandatory and updatable.

• Period Start Date: This date defaults to the first day of the period entered in thePeriod Name Start field. This field is mandatory and updatable.

• Period End Date: This date defaults to the last day of the period entered in thePeriod Name End field. This field is mandatory and updatable.


• Populate Expense Class Details: Choose whether the system automatically populatesthe expense class details in the result of the Extract Expenses from GL concurrentprocess. This field is mandatory if the Populate Recoveries field is set to Yes.

Yes: Choose Yes to have the expense class details automatically populated after theconcurrent process completes.

No: Choose No if the extracted expenses will be further allocated, or the expenseclass details should not be populated when the concurrent process completes.

• Populate Area Class Details: Choose whether the system automatically populates thearea class details. This field is mandatory if the Populate Recoveries field is set to Yes.

Yes: Choose Yes to automatically extract area class details.

No: Choose No and the area class details are not automatically extracted.

• Use Override: Choose whether the overrides made in the expense class or area classdetails are kept or removed during the re-extraction process, or whether the systemutilizes the overrides from the class details populated in a previous extraction period.

Note: The entered value will be ignored by the system if you choosenot to populate the area or expense class details.

If the Extract Expenses from GL concurrent process is run for thesame period that overrides are made to the expense class detailsor area class details, the following values control whether theoverrides are kept or removed.

No: The overrides are removed.

Yes: The overrides are kept.

If overrides are made in the expense class details or area class details in a priorperiod, and a new extraction process is run for a later period, the Use Override parameterwill control whether the system utilizes the overrides from the prior period.

If there are no prior periods in the system, the Use Overrides field has no effect onthe new extraction.

• Recovery Expense Number: Enter a recovery expense number if the AutomaticRecovery Expense Number Generation system option to set to No. The field ismandatory if the system option is No.

If the Automatic Recovery Expense Number Generation system option is set to Yes, thefield is automatically populated and displayed.

Note: Any values entered to override the default recovery expensenumber will be ignored by the system.

Importing Recovery Expense Lines

Use the Populate Recoveries with Expenses concurrent process to import selectedrecovery expense lines from the Expense Lines interface table to the Recovery ExpenseLines table. See: PN_REC_EXP_ITF., page 10-34


Submitting the Populate Recoveries with Expenses Concurrent Process

To submit the Populate Recoveries with Expenses concurrent process:

1. Navigate to the Parameters window by choosing Leases andDocuments: Recovery: Populate Recoveries with Expenses.

2. In the Parameters window, enter the values required to import the desired expensesfrom the Expense Lines interface table.

3. Choose the OK button to run the request.

Parameters for the Populate Recoveries with Expenses Concurrent Process

• Location Code: Choose a valid value from the Location Code list of values for thisoptional field. You must enter either the Location Code or the Property Name.

• Property Name: Choose a valid value from the Property Name list of values for thisoptional field. You must enter either the Location Code or the Property Name.

• As Of Date: This is the date that is used in Area Class details to compute the totalarea of the class. This field is mandatory and manually entered.

• Period Start Date: The start date of the expense extract period. This date defaults tothe first day. This field is mandatory and manually entered.

• Period End Date: The end date of the expense extract period. This field is mandatoryand manually entered.

Populate Expense Class Details: Choose whether the system automatically populatesthe expense class details during the Extract Expenses from GL process. This field ismandatory.

• Populate Area Class Details: Choose whether the system automatically populatesthe area class details. This field is mandatory.

Yes: Choose Yes to automatically extract area class details.

No: Choose No if the area class details should not be automatically extracted.

• Use Override Values: Choose whether the overrides made in the expense class orarea class details are kept or removed during the re-extraction process, or whetherthe system utilizes the overrides from the class details populated in a previousextraction period.

Note: The entered value will be ignored by the system if you do notchoose to populate the area or expense class details.

If you re-run the Extract Expenses from GL process for the same period that expense orarea class details are overridden, the Use Override field controls whether the overridesfrom the prior period are applied or ignored.

• Yes: The overrides are kept.

• No: The overrides are removed.

If any overrides are entered in the expense class details or area class details in a priorperiod, and a new extraction process is run for a later period, the Use Override parametercontrols whether the overrides from the prior period are applied or ignored.

• Yes: The overrides from the prior period will be applied to the current period.


• No: the overrides entered in the prior period will be ignored by the system.

If there are no prior periods in the system, the Use Overrides field has no effect onthe new extraction.

• Recovery Expense Number: You must enter a recovery expense number if theAutomatic Recovery Expense Number Generation system option is set to No. Thisfield is mandatory if the system option is set to No. If the Automatic RecoveryExpense Number Generation system option to set to Yes, this field is disabled.

Purge the Expense Lines Interface TableUse the Recovery Module Expense Lines Interface Table Purge concurrent process topurge the records contained in the PN_REC_EXP_ITF open interface table.

To submit the Recovery Module Expense Lines Interface Table Purge process:

1. Navigate to the Parameters window by choosing Leases andDocuments: Recovery: Purge Expense Lines Interface Table.

2. Enter values for the following parameters:

• Recovery Expense Number: Choose a recovery expense number from the listof values.

• Location Code: Choose a location code from the list of values. A value must beentered for either the Location Code or Property Code field.

• Property Code: Choose a property code from the list of values. A value must beentered for either the Location Code or Property Code field.

• Period Start Date: Choose the start date of the expense extract period to bepurged.

• Period End Date: Choose the end date of the expense extract period to be purged.

• Transfer Flag: Choose the type of data you want to purge:

E: Erroneous

N: Not Transferred

Y: Transferred

• Delete All: Specify whether all the expense lines in the interface table will bedeleted, without regard to the value in the Transfer Flag field.

Yes: Delete all the expense lines from the interface table.

No: Do not delete any of the expense lines from the interface table.

3. Choose the OK button to run the purge process.

Recovery ExtractWhen you extract expenses using the Extract Expenses from GL process or the ExpenseLines interface table, you have the option of populating the area and expense classdetails. If you choose to populate the details, Property Manager generates area andexpense class details through the expense extraction concurrent processes. If any changesare made to the area and expense class setup, or if expenses are to be allocated, thenclass details must be regenerated.


If you choose not to populate the area and expense class details, you can allocateexpenses, change the area and expense class setup, and modify the extracted recoveryexpenses. You can populate the class details at a later time.

For information on the Populate Recoveries with Expenses concurrent process, see: LoadExpenses from Oracle General Ledger., page 8-10

For information on the Extract Expenses from GL concurrent process, see: Submittingthe Populate Recoveries with Expenses Concurrent Process., page 8-13

The table below is a representation of the Recovery Expenses window after the successfulcompletion of the extraction process.

LocationCode

ExpenseAccount

ExpenseType

BudgetExpense

ActualExpense

Actual %Allocated

AmountAllocated

Recoverable

B3 6001 MainMallexpenses:AirConditioning

780,000

B3 6002 MainMallexpenses:CAMOperatingexpenses

1,750,000

B3** 6003 MainMallexpenses:Foodcourt

55,000

B3* 5001 Taxexpenses

550,000

B3 4001 Insuranceexpenses

610,000

Major-DS 3001 Majorexpenses

100,000

Major-S 3002 Majorexpenses

50,000

Legend:

* Expenses that would belong to class EC10

** Expenses that would belong to class EC30

The expense class details must be recreated in the following scenarios:

• The expense amount of any expense line is updated.

• The expense amounts are further allocated.

See: Expense Allocation Example., page 8-16


Expense Allocation Example

The following is an example of expense allocations. Since the property includes severalbuildings, and the expense extract was done for the entire property, you may wish todistribute the total expense amount between buildings on the property. The total of thedistributed amount must add to 100 percent.

The property (P10) has three buildings (B1, B2, and B3). The extract creates a recoveryexpense line (Security) with an expense amount that is applicable to the entireproperty. The recovery expense line is represented by the following table.

PropertyName

ExpenseAccount

ExpenseType

BudgetExpenseAmount

ActualExpenseAmount

Actual %Allocated

ActualAmountAllocated

P10 7001 Security 550,000 100 550,000

The security amount may need to be distributed between the three buildings on theproperty. The expense amount would typically be distributed between the buildings andto different accounts. The following table represents an example of expense allocationor expense distribution:

LocationCode

ExpenseAccount

ExpenseType

BudgetExpenseAllocated

Budget %Allocated

Actual %ExpenseAllocated

Actual %Allocated

B1 7001-10 Securitypersonnel

250,000 45

B2 7001-20 Securityequipment

180,000 33

B3 7001-30 Securityuniform

120,000 22

Create Area Class DetailsArea class details can be created through the Extract Expenses from GL or PopulateRecoveries with Expenses concurrent process, or they can be generated from the AreaClass Details window. Area class details include property data, occupancy and vacancydetails, and area totals for a specific period of time.

Occupancy and vacancy details list all tenants that occupy space, and all space thatis vacant, for a specified period of time. Each property unit record displays theassignable, assigned, and occupied area of a tenant or the vacant area of a space. Theweighted average is calculated for all tenant records. The Exclude Area and ExcludeProrate Share check boxes identify contributors for each record. The total area for allrecords is computed for the specified as of date. The following areas are calculated inthis process as of a specified date:

• Total Assignable Area

• Total Occupied Area

• Total Vacant Area

• Total Weighted Average Area


Total areas are displayed in the Area Class Details region of the View Area Class Detailswindow. Only units of property for which the Included in Total check box is checkedcontribute to the totals. These units can either be occupied by tenants or vacant.

For example, if area class details are created for the period of January 1, 2001 to December31, 2001, the as of date is August 1, 2001, and a tenant occupies Unit A from October1, 2001 to the end of the year, then Property Manager creates two records for Unit A.

The first record shows that Unit A is 100 percent vacant, and the assigned area, occupiedarea, and weighted average are equal to zero. The Included In Total check box ischecked, and the unit’s area is counted in the totals as of August 1, 2001.

The second record shows that Unit A is fully occupied during the last part of theyear. Since the tenant occupies Unit A from October 1 to year end, the tenant occupancypercent is equal to 25.21 percent, and the weighed average area is calculated as occupiedarea * occupancy percent.

The Included In Total check box is not checked for the second record because the tenantwas not physically occupying the space on August 1, 2001.

The units of property with the Exclude Area check box checked are considered to becontributors for the property, and their area is excluded from the total property areawhen recovery is calculated.

Units of property with the Exclude Prorata Share check box checked are contributorsfor the property expense. The prorata share of the tenants occupying the units will beexcluded from the total expense during recovery calculation.

Area Class Details Example

The text and table below represents the Area Class Detail region of the View Area ClassLines window for the AC10 area class number.

View Area Class Lines: Area Class Detail


Field Data

Area Class Name TOTAL_AREA


Area Class Description Total Property Area

Property Name P1

Location Code

As of Date 12/31/01

Period From Date 01/01/01

Period To Date 12/31/01

Portion % 100

Status Open

Total Assignable Area 250,000

Total Override Assignable Area 250,000

Total Occupied Area 250,000

Total Override Occupied Area 250,000

Total Vacant Area 0

Total Override WA Area 250,000

Total Weighted Average Area 250,000

Total Excluded Area 0

The table below represents the first level, or tenant level, details generated for thearea class AC10:

Occupancy and Vacancy Details

LeaseName

LocationCode

StartDate

End Date AssignableArea

AssignedArea

OverrideAssignedArea

VacantArea

SVC SVC100 01/01/01 12/31/01 250,000 250,000 0

Occupancy and Vacancy Details (continued)


OccupiedArea

OccupiedAreaOverride

WeightedAverage

WeightedAverageOverride

ExcludeArea

ExcludeProrataShare

Include inTotal

250,000 250,000 No No Yes

To create area class details:

1. Navigate to the Area Class Details window by choosing Leases andDocuments: Recovery: Recovery Agreement Landlord: Area: Area Class Details.

2. Choose Generate Class Details.

3. Enter the following fields in the Generate Area Class Details window:

• Area Class Name


• Property Name

• Location Code

• As Of Date

• Start Date

• End Date

• Use Override Values

4. Choose Apply to generate area class details.

To view and modify area class details:

1. Navigate to the Area Class Details window by choosing Leases andDocuments: Recovery: Recovery Agreement Landlord: Area: Area Class Details.

2. Enter the search parameters.

3. Choose Go. Area Class Details appear.

4. To view area class details, choose the link in the Area Class Name field.

5. To modify area class details, choose Select and Update.

Create Expense Class DetailsThe expense class details can be created through the Populate Recoveries withExpenses concurrent process, or they can be generated from the Expense Class Detailswindow. The expense class details combine the recovery expenses of a particularexpense type with the tenants that occupy the property space.

The extract process retrieves data from the Expense Lines interface table, and checksif any expense classes exist for the associated property. The system uses the expenseclass setup data and extracted recovery expense information to create expense detailsfor the class.

There are two levels of expense class details. The first level, or the tenant’slevel, represents the total expense included in the expense class for a particulartenant. The lease name, customer name, and location code, along with original


expense amount are displayed for each tenant record. The recoverable amount isderived by applying portion percent to the actual expense amount and the actualrecoverable amount is calculated by applying the share percent and management fees, ifapplicable. The variance represents the difference between the original expense amountand the amount after portion percent, share percent, and fees are applied.

The second level, or the individual expense account level, displays the detailed split ofthe total expense. The actual account segments, expense types, and the expense amountsthat comprise the total expense of a tenant are displayed. The expense amounts ofindividual accounts are displayed at this level. The original expense amounts are reducedby the portion and share percent, if applicable, and increased by the management fees toarrive at the actual recoverable amount of an individual expense account.

If both the fees before contributors and the fees after contributors are entered inthe expense class setup, the fees before contributors will override the fees aftercontributors. The fees before contributors are applied when Property Manager generatesthe expense class details. The fees after contributors are applied in the recoveryagreement for a tenant.

Note: To apply only the fees after contributors to a recoverycalculation, do not enter the fees before contributors.

The fees before contributors can be defined during the setup of both levels: for the entireexpense class and for individual expense types within the class. Fees entered at theexpense type level take precedence over those entered for the entire expense class andwill be applied at the individual expense account level of the expense class details.

For example, the fees defined at the individual expense type level are 10 percent for theexpense type of Tax, and 15 percent for the expense type of CAM. If fees are then definedfor the entire expense class equaling 20 percent, only fees at the individual expensetype levels will be applied, 10 percent and 15 percent respectively, and the 20 percentfee for the expense class will be ignored.

Note: To apply the expense class fee, do not enter any fees for theindividual expense type inclusions during the expense class setup. Thefee will be applied to the total expense amount of a tenant.

You can use the share percentage to reduce the share of a specific expense for anindividual tenant. Any share percentage defined at the expense type level in the expenseclass setup, will override a share percentage defined at the total expense level.

Expense Class Details Example

The text and table below represents the Expense Class Details region of the View ExpenseClass Lines window for the EC10 expense class number.

View Expense Class Lines: Expense Class Details


Field Data


Expense Class Name CAM+Tax

Expense Class Description CAM Operating Exp and Taxes

Property Name P1

Location Code B3

Recovery Expense Number RE2002

From Date 01/01/02

To Date 12/31/02

Portion % 100

Fee% Before Contributors

Fee % After Contributors

Area Class Default AC10

Status Open

The table below represents the first level, or tenant level, details generated for theexpense class EC10.

The key for the table is:

• Cust - Customer

• Loc - Location

• Recov - Recovery

• Std - Standard

• Amt - Amount

• Over - Override

• Cont - Contribution

Recovery Expense Lines


LeaseName

CustName

LocCode

RecovTypeCode

RecovSpaceStdCode

ActualAmt

RecovAmt

Share%

OverFee%BeforeCont

ActualRecovAmt

VarianceAmt

SVC00 SVC TheSVCSpecialtyUnit 1

SpecialtyInterior 160,000

160,000

156,000

4000

MC200 McDun MC200 FoodCourt

Interior 2,300,000

2,300,000

2,300,000

0

WM300 Wm-Markum

WM300 Major Exterior 2,300,000

2,300,000

2,300,000

0

The recoverable amount is determined by applying the portion percent to the actualamount. For example, if the actual amount for a tenant is $160,000, and the portionpercent is 50 percent, then the recoverable amount is $80,000.

The actual recoverable amount is determined by applying the share percent andmanagement fees to the recoverable amount. The actual recoverable amount for eachtenant, which is derived in the expense class details, is used as the numerator for therecovery calculation in the recovery agreement. The unrecovered variance is thedifference between the actual amount and the actual recoverable amount.

Expense Class Line Details Example

The text and table below represents the Expense Class Line Details region of the ViewLine Details window for the EC10 expense class number.

View Expense Class Line Details

Field Data


Expense Class Name CAM+Tax

Expense Class Description CAM operating expense and taxes for aproperty

From Date 01/01/01

To Date 12/31/01

Actual Expense Amount 156,000

Portion % 80%

The table below represents the second level, or individual account level, detailsgenerated for the expense class EC10.


• Acct - Account


• Exp - Expense

• Desc - Description

• Amt - Amount

• Recov - Recoverable


Recoverable Amount Details

ExpAcct

ExpAcctDesc

ExpType

ActualAmt

RecovAmt

Share%

Fee %BeforeCont

FeeAmtBeforeCont

ComputedRecovAmt

5000-100 GroundMaint.

CAMOperating

50,000 40,000 100% 20% 8000 48,000

5000-250 SnowRemoval

CAMOperating

50,000 40,000 100% 20% 8000 48,000

6000-200 LandTax

Tax 60,000 48,000 100% 25% 12,000 60,000

To create expense class details:

1. Navigate to the Expense Class Details window by choosing Leases andDocuments: Recovery: Recovery Agreement Landlord: Expenses: Expense ClassDetails.

2. Choose Generate Class Details.

3. Enter the following fields in the Generate Expense Class Details window:



• Property Name

• Location Code

• Recovery Expense Number

• Currency Code

• Period Start Date

• Period End Date

• Use Override Values

4. Choose Apply to generate expense class details.

To view and modify expense class details:

1. Navigate to the Expense Class Details window by choosing Leases andDocuments: Recovery: Recovery Agreement Landlord: Expenses: Expense ClassDetails.

2. Enter search parameters.


3. Choose Go. Expense Class Details appear.

4. To view expense class details, choose the link in the Expense Class Name field.

5. To modify expense class details, choose Select and Update.

Recovery AgreementsRecovery agreements define how recovery amounts are calculated and adjustments forrecoveries billed over a given period. Generally, the recovery is done once a year afterthe year end. Recovery can be calculated more often if needed, such as in the case of newproperty developments, or when a new tenant is added in the middle of a year.

There are two steps involved in creating a recovery agreement. The first step includesentering the agreement details, such as tenant name, lease terms, and specifying recoverylines for all or part of the recovery agreement duration. The second step includes enteringrecovery lines details for the duration of a recovery agreement time period or less.

After the recovery agreement is set up, recovery can be calculated for specificperiods. The recovery lines and line details of the specified periods are available forreview after specifying the start date, end date, and the as of date of the period thatneeds to be calculated. One or more lines can be calculated simultaneously, and the MassCalculate concurrent process is available to calculate recovery for multiple agreements.

When the Calculate Recovery process completes, the recovery terms are populated. Ifsubsequent changes are made to the recovery agreement or lines, the Recalculateprocess must be used to update the calculated data and recreate the recovery terms. Bydefault, the Recalculate process displays the last period calculated.

Note: If you recalculate an approved agreement line, a term for theadjustment amount will be created.

The Review Terms process is also period specific. The terms for the last calculatedperiod are displayed by default.

Based on the Consolidate Recovery Terms system option, a term is created foreach recovery line, or a consolidated term is created for all recovery lines for aperiod. All recovery lines must be successfully calculated in order to view consolidatedterm. Individual recovery terms or a consolidated term can be reviewed, and theassociated amount can be approved. The diagram below illustrates the landlordrecovery process.


Landlord Recovery Process

Recovery Agreement Calculation MethodsThe recovery calculation is performed by one of four methods. The calculation methodsare Fixed Amount, Fixed Rate, Fixed Percentage or Prorata Share. The calculationmethod can be defined independently for each recovery line.

Prorata Share

The Prorata Share calculation method computes the actual recovery amount based on thetotal expense incurred by a landlord for a property, the total area of the property, and thetenant specific recoverable area. The system also takes into account the period of timetenants occupy a space (occupancy percentage), and it applies a multiple that increasesthe standard recovery rate. The multiple is typically used with food court tenants.

The recovery amount that was billed to a tenant throughout the year, or BilledRecovery, is subtracted from the tenant’s actual prorata share to determine the recoveryadjustment amount.

Note: If the main lease includes abatements that are marked asrecoverable, the abatements will be automatically included in the billedrecovery.

The reconciled or recovery adjustment amount is determined as follows:

Reconciled Amount = Actual Prorata Share - Billed Recovery

Entering the constraints and abatements for the actual recovery amount is an optionalstep. If the constraints or abatements are entered, they are applied to the actual recovery


amount to determine the actual prorata share. The actual prorata share is calculated asfollows:

Actual Prorata Share = Constrained and Abated Actual Recovery

The basic calculation for the tenant’s actual recovery amount is as follows:

Tenant’s Actual Recovery = (Tenant’s Recoverable Area * Occupancy %) * (TotalExpenses / Total Area) * (Multiple %)

Where:

• Total Expenses: Is derived from the Expense class specified for a recoveryline. See: Variables Used for Prorata Share Recovery Calculation., page 8-27.

• Total Area: Is derived from the Area class specified for a recovery line. See: VariablesUsed for Prorata Share Recovery Calculation., page 8-27.

• Multiple %: A deviation of the standard calculation. The multiple is typicallyused for prorata share of food court tenants to adjust their rate. See: Multiple %.,page 8-28.

• Tenant’s Recoverable Area: Is derived from the tenant’s assigned area that isspecified in the Area Class. See: Variables Used for Prorata Share RecoveryCalculation., page 8-27.

• Occupancy %: Is calculated based on the degree of overlap between tenant’soccupancy dates and recovery calculation period start and end dates.

Fixed Rate

The Fixed Rate calculation method uses a fixed dollar per area amount and remainsas a constant charge every year. If constraints are defined, this charge can increasefrom year to year by a specific percentage.

A fixed rate recovery must be entered for the recovery lines, and the manually enteredtenant recoverable area is required for this type of calculation. The actual recoveryamount is computed as follows:

Tenant’s Actual Recovery = Fixed Rate * Tenant’s Recoverable Area * (Occupancy %) *(Multiple %)

Entering the constraints and abatements for the charge is an optional step. If theconstraints or abatements are entered, the system applies them to the actual recoveryamount to determine the actual prorata share. The billed recovery is subtracted fromthe actual prorata share to derive the reconciled amount.

Fixed Amount

The Fixed Amount calculation method uses a fixed dollar amount as the recoveryamount. The fixed recovery amount remains as a constant charge every year. This chargecan increase from year to year by a specific percentage if constraints are defined.

When this calculation method is used, a fixed amount of recovery must be entered for arecovery line. Entering constraints and abatements for the charge is an optional step. Ifthe constraints and allocations are entered, the system applies it to the actual recoveryamount to determine the actual prorata share. The billed recovery is subtracted from theactual prorata share to derive the reconciled amount or recovery adjustment amount.


Fixed Percentage

The Fixed Percentage method calculates the recovery amount based on the totalrecoverable expense incurred on the property and the manually entered fixed percentageamount. The total expense is derived from the expense class specified for a recoveryline. Also, no constraints or abatements are applied to the recovery calculation whenusing this method. The actual recovery is computed as follows:

Actual Prorata Share = Total Expense * Fixed %

The reconciled or recovery adjustment amount is determined as follows:

Reconciled Amount = Actual Prorata Share - Billed Recovery

Variables Used for Prorata Share Recovery CalculationThe variables used in Recoveries are derived from several sources. The variables used inthe prorate share recovery calculation include the following:

• Total Expenses

• Total Area

• Occupancy %

• Multiple %

• Tenant’s Recoverable Area

Total Expenses

The total expense amount is derived from the details of an expense class that are specifiedfor a recovery line. Landlords and tenants often agree that the recoveries charges willbe the excess of the expenses after the contributors have been accounted. The proratashare of certain contributors, if any, is excluded before the total expense is used tocalculate the actual recovery.

The management fees after contributors are applied before the total expense is usedto calculate the actual recovery.

Note: When using the Prorata Share calculation method, do not enter amanagement fee before and after contributors for the same expense class.

Total expense is only applicable to the Prorata Share and Fixed calculation methods.

Total Area

The total area is derived from the details of an area class specified for a recovery line. Youmust specify the area type when you associate an area class to a recovery line. The totalarea can be one of the following five area types:




• Greater of Floor % Total Assignable Area or Total Occupied Area on the As of Date- Total Assignable or Total Occupied, option of Area Type field

• Greater of Floor % Total Assignable Area or Total Weighted Average Area - TotalAssignable or Total Weighted Average, option of Area Type field


If the area type is either: Greater of Floor % Total Assignable Area or Total OccupiedArea on the As of Date, and Greater of Floor % Total Assignable Area or Total WeightedAverage Area, the Floor percentage is required.

A floor limits the cost per square foot that a landlord can charge, and also serves asa limit on under-occupancy. Floors only apply when the tenant lease is based onoccupancy or weighted average. A floor compares the weighted average area numberwith a percentage of the gross leasable area, and takes the largest of the two. As thedenominator in a tenant’s calculation gets smaller, the cost per square foot, and theprorata share, will increase. A tenant may attempt to limit their exposure by requesting afloor on the value of the denominator that the landlord can use.

Typically, when there is a floor, the tenant forces a comparison between two areafigures, and can choose the greater of the two. For example, a common floor couldinclude the following: The denominator of the weighted average area cannot be less than80 percent of the total assignable area, which can also be expressed as: The greater of80 percent Total GLA or WA.

Typically, the total weighted average and occupied area denominators are compared toa portion of the total gross leasable area. If the area class specifies contributors, thenthe comparison is as follows:

(Floor %) * (Total Assignable Area - Contributors Total Assignable Area) vs. (WeightedAverage - Contributors Weighted Average Area)

A value for the floor can be entered as a percentage value between 0 percent and 100percent. The most common floors used are in the range from 75 percent to 95 percent.

Note: Total area is only applicable to the Prorata Share calculationmethod.

Occupancy %

The occupancy percentage is calculated based on the degree of overlap between thetenant’s occupancy dates and the recovery calculation period start and end dates.

Multiple %

The multiple percentage is a deviation of the standard calculation. The multiplepercentage is typically used for prorata share of food court tenants to adjust theirrate. For examples, if the standard calculation determined interior tenants cost per areais $18, food court tenants charges would be a multiple of that rate, for example 2 * CAM= $18 * 2 = $36 per square foot. Typically, for regular or non food court tenants, themultiple percentage is 100 percent.

Tenant’s Recoverable Area

When the calculation method is Prorata Share, the tenant recoverable area is derivedfrom the tenant’s assigned area specified in the area class.

Note: If you override the tenant’s assigned area in the area class, therecovery calculation will use the override value.

If the Fixed Rate calculation method used, the tenant’s recoverable area must bemanually entered. There is no need to enter the recoverable area when the Fixed Amountor Fixed Percentage methods are used.


Find Tenants Without Recovery AgreementsUse the Tenants Without Agreements window to find new tenants that moved in theproperty within the recovery year, or tenants with recovery agreements that expire inthe recovery year.

To search for tenants without recovery agreements:

1. Navigate to the Tenants Without Agreements window by choosing Leases andDocuments: Recovery: Recovery Agreement Landlord: Recovery Agreementstabbed region: Tenants Without Agreements window.

2. Enter the available search criteria in the following fields:

• Property Name

• Location Code

• Customer Name

• Lease Name

• Lease Number

• Period Start Date

• Period End Date

3. Choose Go to find the tenants meeting the search criteria.

4. You can choose to create an agreement for a tenant when the search results aredisplayed. Choose the Create Agreement icon in the tenant record to create arecovery agreement.

5. All the fields related to location, lease, and customer are defaulted.

Create a Recovery AgreementCreating a recovery agreement setup is a two-step process. First, you enter the basicagreement details and recovery lines. Second, you enter the recovery line details.

The agreement start and end date are defaulted from the tenant’s lease commencementand termination dates. You can define a recovery agreement for any time period withinthe main lease commencement and termination dates. You can define the recovery linesfor any time period within the recovery agreement start and end dates.

Each recovery line type and purpose defaults from the tenant’s lease billing terms. Ifyou choose the Add All Lines button, each line start and end date defaults to theagreement start and end date.

The text and table below represents the Recovery Agreement Details region of the CreateRecovery Agreement window.

Create Recovery Agreement: Recovery Agreement Details


Field Data

Location Code SVC100

Customer Name SVC

Property Name P1

Lease Name SVC lease 00

Lease Number SVC00

Lease Status Active

Status Final

Currency USD

Recovery Agreement Name SVC-CAM-Insurance

Recovery Expense Number SVC 100

Agreement Start Date 01/01/00

Agreement End Date 12/31/05

Negative Recovery Credit

Term Template Recoveries Template

The text and table below represents the Recovery Lines region of the Create RecoveryAgreement window.



• Calc - Calculation

• Amt - Amount

• Ins - Insurance

Recovery Lines

BillingType

BillingPurpose

RecovStartDate

RecovEndDate

CalcMethod

FixedAmt

FixedRate

Fixed % Multiple%

CAM OperatingExpense

01/01/00

12/31/05

ProrataShare

100

Ins Ins 01/01/00

12/31/05

ProrataShare

100


The recovery line start and end dates default from the recoveryagreement. Typically, recovery lines can span the entire duration of the recoveryagreement. You can override the start and end dates and create multiple recoverylines, provided the new recovery line collectively span the same time frame with nogaps or overlaps. Also, the new recovery lines must contain the same type and purpose;however, the expense class can vary between the new lines.

Note: You would split the line if you wished to specify more than onedetails for a line. For example, for a five year agreement, you candefine five records that each span one year, for a recovery line with abilling type and purpose of Tax. You would assign different detailsfor each year.

To create basic recovery agreement details:

1. Navigate to the Create Recovery Agreement window by selecting Leases andDocuments: Recovery: Recovery Agreement Landlord: Recovery Agreement tabbedregion: Existing Agreements: Create Recovery Agreement window.

2. Find the lease to which the recovery agreement will apply. If you enter the leasename, all the lease related fields will be defaulted: Lease Number, Status, LeaseStatus. Currency. The agreement start and end dates are defaulted to the leasecommencement and termination dates. The defaulted values may be overridden.

3. Enter the values for the following parameters:

• Location Code - If a location is associated with a property, the property namewill be defaulted.

• Customer Name

• Property Name

• Lease Name

• Lease Number

• Lease Status

• Status

• Currency

• Recovery Agreement Name

• Recovery Agreement Number

• Agreement Start Date

• Agreement End Date

• Negative Recovery

• Term Template

4. Create recovery lines by specifying the following for each recovery line:

• Billing Type

• Billing Purpose

• Recovery Start Date

• Recovery End Date


• Calculation Method

• Depending on the calculation method used, only one of the four values must bespecified:

• Fixed Amount

• Fixed Rate

• Fixed %

• None (Applies to Prorata Share method)

• Multiple %

5. Choose the Add All Lines button to default all the recovery lines to the recoverableterms defined in the main lease.

6. Choose the Apply button to save the recovery agreement and recovery lines or choosethe Complete Line Details button to continue to the Create Line Details: Expensewindow, and the related windows for area, constraints, and abatements.

Create Recovery Agreement Line DetailsThe second step of creating a recovery agreement is entering the recovery linedetails. Selecting the Complete Line Details button will navigate to the Create LineDetails: Expenses window.

The recovery line details start and end dates automatically default to the recoveryline start and end dates. The line details, such as area and expense, are automaticallypopulated if the Add All Lines button is chosen, but they may be manually entered. Theconstraints and abatements are not required to calculate recovery, but are availableas calculation options.

The recovery line detail start and end dates default from the recovery line dates. Youcan override the start and end dates and create multiple line details for a recoveryline, provided the new line details collectively span the same time frame with no gaps oroverlaps. Also, the new recovery line details must contain the same type and purpose.

Create Recovery Agreement Line Details for Expense

The Expense region of the Create Line Details window, represented by the text and tablebelow, is used to associate an expense class to a recovery line for a specific time period.



• Exp - Expense



Create Line Details: Expense


BillingType

BillingPurpose

CalcMethod

ExpClassName

ExpClassNumber

ExpClassDesc

RecovStartDate

RecovEnd Date


ProrataShare

CAMOperatingExpense

EC4 CAMOperationExpenseforPropertyP1

01/01/00 12/31/05

Insurance Insurance ProrataShare

Insurance EC5 InsuranceforPropertyP1

01/01/00 12/31/05

To create recovery agreement expense line details:

1. Choose the Complete Line Details button to navigate to Recovery Lines Details andExpense region from the Create Recovery Agreement window.


• Billing Type

• Billing Purpose




• Expense Class Description



Note: If a recovery line has a billing purpose that is acombination of two expense types, such as CAM and Tax, youwill need to create an expense class for the same combination ofexpense types: CAM and Tax.

3. Choose the Add All Lines button to default information from the Recovery Lineswindow.

4. Choose the Next button to continue to the Create Line Details: Area window, orchoose the Finish button to to save the record.

Create Recovery Agreement Line Details for Area

The Area region of the Create Line Details window, represented by the text and tablebelow, is used to associate an area class to a recovery line for specific time period.



• Num - Number




• Ins - Insurance

Create Line Details: Area

BillingType

BillingPurpose

CalcMethod

AreaClassName

AreaClassNum

AreaClassDesc

RecovStartDate

RecovEndDate

AreaType

Floor%


ProrataShare

Totalarealesscontributors

AC10 Totallesscontributors

01/01/00

12/31/05

TotalAssignableArea

Ins Ins ProrataShare

Totalarea

AC20 Totalpropertyarea

01/01/00

12/31/05

TotalAssignableArea

To create recovery agreement area line details:

1. Choose the Next button in the Create Line Details: Expense window to navigateto the Area window.


• Billing Type

• Billing Purpose


• Area Class Name


• Area Class Description



• Area Type

• Floor %


4. Choose the Next button to continue to the Create Line Details: Constraintswindow, or choose the Finish button to to save the record.

Create Recovery Agreement Line Details for Constraints

The Constraints region of the Create Line Details window is used to enter constraints fora recovery line for a specific time period. This is an optional step.

You can specify the following constraints for each recovery line:

• Minimum Prorata Share: Acts as a floor on the prorata share amount. The proratashare amount the tenant must pay cannot be less than a minimum fixed amount.


• Maximum Prorata Share: Acts as a ceiling on the prorata share amount. The proratashare amount the tenant must pay cannot exceed a maximum fixed amount.

• Minimum Rate: Acts as a floor on the cost per area. The rate amount the tenant mustpay cannot be less than a minimum amount per square foot.

• Maximum Rate: Acts as a ceiling on the amount per area. The rate amount the tenantmust pay cannot exceed a maximum amount per square foot.

• Floor and Ceiling: Tenant may have both a ceiling and floor on the same recoverytype. In this case the you will need to set up two records: one for the floor and onefor the ceiling. Floor and ceiling can be setup for either the prorata share or rate.

• % Over Prior Year Amount: The tenant’s prorata share amount iscapped, or limited, to a specified percentage over the prior year actualamount. Example: Assuming the cap is set to 10 percent over the prior year actualamount. The tenant must pay their prorata share, but it cannot exceed 110 percent ofthe prior year actual amount.

• % Over Prior Year Cap: The tenant’s prorata share amount is capped, or limited, to aspecified percentage over the prior year capped amount. This type of constraintis sometimes called a compound increase over the first year actual amount orcumulative cap.

You can define multiple constraints per line for different time periods. For a recoveryline, you can specify minimum and maximum constraints for both the amount andrate of the same period.

You cannot define both the percentage over prior year actual and the percentage overprior year cap constraints for a recovery line during the same period. You cannotcombine percentage over prior year actual or percentage over prior year cap constraintwith another constraint type.

The text and table below represents the Constraints region of the Create Line Detailswindow.

Create Line Details: Constraints

BillingType

BillingPurpose

CalculationMethod

Scope Relation Value RecoveryStartDate

RecoveryEnd Date


ProrataShare

ProrataShare

Min 5000 01/01/00 12/31/05


ProrataShare

ProrataShare

Max 10,000 01/01/00 12/31/05

To create recovery agreement constraints line details:

1. Choose the Next button in the Create Line Details: Area window to navigate to theConstraints window.


3. Billing Type

4. Billing Purpose

5. Calculation Method


6. Scope

7. Relation

8. Value

9. Recovery Start Date

10. Recovery End Date


12. Choose the Next button to continue to the Create Line Details: Abatementwindow, or choose the Finish button to to save the record.

Create Recovery Agreement Line Details for Abatements

The Abatement region of the Create Line Details window is used to enter abatement fora recovery line for a specific time period. You can define any additional abatements thatthe landlord may give to a tenant. Abatements are optional and can only be appliedto an actual recovery amount.

The text and table below represents the Abatement region of the Create Line Detailswindow.

Create Line Details: Abatement

BillingType

BillingPurpose

CalculationMethod

AbatementType

AbatementAmount

AbatementDescription

RecoveryStartDate

RecoveryEnd Date


ProrataShare

Relocation 1000 TenantRelocation

01/01/00 12/31/05


Relocation 500 TenantRelocation

01/01/00 12/31/05

To create recovery agreement abatement line details:

1. Choose the Next button in the Create Line Details: Constraints window to navigateto the Abatements window.


3. Billing Type

4. Billing Purpose

5. Calculation Method

6. Abatement Type

7. Abatement Amount

8. Abatement Description

9. Recovery Start Date

10. Recovery End Date

11. Choose the Add All Lines button to default information from the recovery line.

12. Choose the Finish button to to save the record.


13. Choose Finish to save the input.

Calculate Recovery AgreementAlthough the recovery agreement setup is date insensitive, the recovery calculationis period specific. The calculation period can be one year or less, and you must usean expense class and area class with the same duration as the calculation period tosuccessfully calculate the recovery agreement.

To calculate recovery, specify the beginning and ending dates of the calculationperiod, and the as of date. The system requires a specific date range since the recoveryagreement and recovery lines can span several years.

After the calculation period is selected, the system displays all the existing lines that fallwithin the specified date range of the calculation period. You can review the details ofthe recovery lines. There are restrictions related to the recovery calculation, and they arecontrolled by the following selection constraints:

Note: If the system cannot find expense class details with thestart, end, and as of dates that match the date range given for thecalculation, the line status will remain as Open, and the Expense Classtabbed region in the Review Line Details window will be blank. Youwill not be able to calculate recoveries. If the system cannot find an areaclass details with start and end dates matching the date range givenfor the calculation, the line status will remain as Open, and the AreaClass tabbed regions will be blank.

The text and table below represents the initial region of the Calculate RecoveryAgreement window.

Recovery Agreement Details

Field Value


Property Name P1

Customer Name SVC

Lease Name SVC Lease 00

The text and table below represents the Calculation Period region of the CalculateRecovery Agreement window.

Calculation Period

Field Value

Period Start Date 01/01/00

Period End Date 12/31/00

As of Date 12/31/00


There are two recovery lines that apply to the selected calculation period. These tworecovery lines are represented in the following table.



• Recov - Recoverable

• Amt - Amount

Recovery Period Lines

BillingType

BillingPurpose

CalcMethod

RecovArea

FixedAmt

FixedRate

Fixed % Multiple%

Status

CAM OperationExpense

ProrataShare

100 Complete


100 Complete

Recoverable AreaIf the calculation method is Prorata Share, the recoverable area is derived from thetenant’s assigned area, or the Override Assigned area, that is specified under the AreaClass Details.

See: Area Class., page 8-4

If the calculation method is Fixed, the recoverable area is not needed.

The Recoverable Area field is only required if the Fixed Rate calculation method isused. You can manually update this value.

Note: If Recoverable Area is entered with the calculation method otherthan Fixed Rate, the value will be ignored.

Recovery Line StatusThe recovery line Status field displays the status of a recovery line and is automaticallyupdated by the system. The possible values include the following:

• Open: The system cannot find the area or expense class details for the specifiedstart, end, and as of dates. You cannot calculate a line with a status of Open.

• Complete: The system has all the details required to calculate recovery. Forexample, when the Area and Expense tabbed regions have been populated.

• Processing: The system is calculating the recovery line.

• Error: A system failure occurred during the calculation of the recovery line.

If one or more recovery lines have the status of Complete, you can execute the recoverycalculation for those lines.

To calculate recovery for a single period:1. Navigate to the Recovery Agreement window by choosing Leases and

Documents: Recovery: Recovery Agreement Landlord.


2. Choose the Existing Agreement window found in the Recovery Agreement tabbedregion.

3. Find the agreement you want to calculate and choose the associated Calculate button.

4. Enter the Start Date, End Date, and the As Of Date of the calculation period, andchoose the Go button.

5. Choose the Calculate button for a line that has a status of Complete, or choose theCalculate All button to initiate the Calculate concurrent process for all lines witha status of Complete.

Recalculate Recovery AgreementThe Recalculation process is used when any recovery agreement setup data has beenmodified.

Use the Recalculation process for recovery lines that meet the following criteria:

• Previously calculated

• Setup data has been modified

To recalculate a recovery agreement:1. Navigate to the Recovery Agreement window by choosing Leases and

Documents: Recovery: Recovery Agreement Landlord.


3. Find the agreement you want to recalculate and choose the Recalculate button.

4. Choose the desired period from the list of previously calculated periods, andchoose the Go button.


Note: The last period calculated is displayed by default.

5. Choose the Calculate button to calculate a single recovery line, or choose theCalculate All button to calculate all Recovery Lines.

Running the Calculate Recovery Concurrent ProcessUse the Calculate Recovery concurrent program to calculate recovery expenses forselected periods across multiple recovery agreements.

To submit the Calculate Recovery process:

1. From the Navigator, choose Calculate Recovery.

2. In the Parameters window, enter the values required to calculate the desiredrecovery expenses.


Parameters for Calculate Recovery

• Lease number from

• Lease number to

• Location code from

• Location code to

• Recovery agreement number from

• Recovery agreement number to

• Property code

• Customer name

• Customer site

• Calculation period ending

Review Recovery Lines

Review Line Details

Before you initiate the calculation process, you can review the line details.

To review line details:

1. Navigate to the Existing Recovery Agreement window by choosing Leases andDocuments: Recovery: Recovery Agreement Landlord: Recovery Agreement tabbedregion.

2. Choose the recovery agreement you wish to review.

3. Choose the Calculate button.

4. Enter a value for the Start Date, End Date, and As of Date of the period you wish toreview.


5. Choose the Review Line Details button in the Calculate Recovery Agreementwindow to navigate to the Review Line Detail windows.

After you specify the start and end dates of a calculation period, and the as of date, thesystem will display the period specific recovery line details. The line details displayedwill include the following:

• Billed Recovery

• Expense summary

• Area summary

• Constraints

• Abatements

The status of a line will be Complete if the lines have enough details to calculate actualrecovery. Otherwise, the line status will be Open.

Reviewing Billed Recovery of the Recovery LineThe first page that Property Manager displays for review is Billed Recovery. All thelease billing terms, which are defined in the Billing Terms tabbed region of the leaseand marked as recoverable, that occur within the specified recovery calculation timeperiod and correspond to the recovery line billing type, are displayed in the BilledRecovery window.

Note: In the terms extracted for the billed recovery calculation, theabatement billing term is included only if it is defined as recoverablein the main lease.

Reviewing Expense Details of the Recovery LineYou can use the Calculate Recovery Agreement: Line Details: Expense window toreview expense class details that are specific to the calculation period. For each recoveryline, Property Manager displays the total expense amount from the correspondingexpense class details. The prorate share of contributors that is identified in the area classdetails is subtracted from the total expense amount to determine the net expense. Themanagement fee is calculated after contributors are accounted for, and the total expense


is calculated as the net expense plus the fee after contributors. The total actual expensewill be used as the numerator in the recovery calculation.

See: Calculate Recovery Agreement., page 8-37

Note: If you define the recovery line using a combination of twoexpense types, such as CAM and Tax, and you exclude the contributorsprorata share from the total expense of the recovery line, then allthe contributors recovery agreements must have the same expensetype combination defined in the recovery line. Not following thisrecommendation will result in inaccurate calculations.

The text and table below represents a personalized version of the Expense region of theReview Line Details window. You can use the window personalization function to showonly the columns you select. For example, the window representation below onlyincludes columns that are relevant to the two example recovery lines. The columnsfor the Expense Class Name, Expense Class Number, and Expense Class Descriptionare not included.


• Clac - Calculation

• Exp - Expense

• Amt - Amount

• Contrib - Contributor’s


• Mgt - Management

Review Line Details: Expense

BillingType

BillingPurpose

CalcMethod

ExpAmt

ContribProrataShare

Net Exp Fee %Cont

Mgt Fee TotalActualExp


ProrataShare

200,000 50,000 150,000 10% - 165,000


300,000 20,000 280,000 - - 280,000


Calculate Recovery Agreement: Review Line Details: Area

You can use this window to review the area class details that pertain to the selectedcalculation period. The area class details includes the total calculations of the threetypes of area: assignable, occupied, and weighted average. When you associate anarea class with a recovery agreement, you must select an area type to restrict the areaused for recovery.

The area type defines the area used in the recovery calculation. The area can be definedas one of the following five area types:




• Greater of Floor % Total Assignable Area or Total Occupied Area on the As of Date

• Greater of Floor % Total Assignable Area or Total Weighted Average Area

By default, Property Manager displays all three types of area from the area classdetails. If the contributors were identified in the area class details, you will see thecontributors area being subtracted in the area review window. Net area is the area aftercontributors are accounted for. See: Create Area Class Details., page 8-16.

The applicable area is the class area that is used as the denominator for the recoverycalculation. The applicable area is different for each area type, as illustrated in thefollowing table:


Area Type Equals Applicable Area

Assignable Area Equal Net Assignable Area

Occupied Area Equal Net Occupied Area

Weighted Average Area Equal Net Weighted Average Area

Assignable or OccupiedOccupied

Equal Greater of Floored AssignableArea or Net Occupied

Assignable or WA WeightedAverage Area

Equal Greater of Floored AssignableArea or Net Weighted AverageArea

Based on the value of the area type defined for each recovery line, Property Managerwill use the corresponding applicable area value as the denominator in the recoverycalculation.

The text and table below represents a personalized version of the Area region of theReview Line Details window. You can use the window personalization function toshow only the columns you select. For example, the window representation belowonly includes columns that are relevant to the two example recovery lines. Thecolumns for the area class name, area class number, and area class description are notincluded. The columns for the areas other than the ones specified by the area typeare not included. These columns are Total Occupied, Occupied Contributors, NetOccupied, Total Weighted Average, Weighted Average Contributors, Net WeightedAverage, and Floor %.



• Assign - Assignable


• Appl - Applicable

Review Line Details: Area

BillingType

BillingPurpose

CalcMethod

AreaType

TotalAssignArea

AssignCont

NetAssign

ApplArea


ProrataShare

TotalAssignableArea

400,000 50,000 350,000 350,000


TotalAssignableArea

380,000 50,000 330,000 330,000


Reviewing Constraint Details of the Recovery LineYou can use this window to review constraints that are specific to the calculationperiods. The text and table below represents the Constraints region of the ReviewLine Details window.

Review Line Details: Constraints

BillingType

BillingPurpose

CalculationMethod

Scope Relation Value ConstraintValue


ProrataShare

ProrataShareAmount

Min 5000 5000


ProrataShare

Rate Max 10,000 10,000


Reviewing Abatement Details of the Recovery LineYou can use this window to review abatements that are assigned to the specific to thecalculation periods. The text and table below represents the Abatements region of theReview Line Details window.

Review Line Details: Abatements

Billing Type BillingPurpose

CalculationMethod

AbatementType

AbatementAmount

AbatementDescription


Prorata Share Relocation 50,000

Insurance Insurance Prorata Share Relocation 20,000

Review and Approve TermsAfter a period is successfully calculated, you can review the calculation summary, thenreview and approve the recovery terms.


To view the Recovery Term Summary:

1. Navigate to the Existing Agreement window by choosing Leases andDocuments: Recovery: Recovery Agreement Landlord.


3. Find the agreement you want to review or approve and choose the Review Termsbutton.

The text and table below represents the initial region of the Review Terms: Summarywindow.

Review Terms: Summary

Field Value


Property Name P1

Customer Name SVC

Lease Name SVC Lease 00

The text and table below represents the Recovery Period region of the ReviewTerms: Summary window.


Recovery Period

Field Value

Calculation Period 01/01/00 - 12/31/00 - 12/31/00 (The dates arefor the start, end, and as of dates.)

The text and table below represents the Recovery Period Summary region of the ReviewTerms: Summary window.

Recovery Period Summary

BillingType

BillingPurpose

Status BudgetCostPerArea

Budget

ProrataShare

ActualCostPerArea

ActualProrataShare

BilledCostPerArea

BilledRecovery

ReconciledAmount

CAM OperationExpenseandTax

Complete0 0 0.126 30,000 1.24 31,000 -1,000.00

The text below represents the expanded details of the Recovery Period Summary regionfound in the Review Terms: Summary window.

Show Details

Total Area: 450,000 Actual Recovery: 31,666.67

Total Expense: 57,000 Constrained Actual: 30,000.00

Recoverable Area: 250,0000 Abatements: 0

Multiple %: 100 Actual Prorata Share: 30,000.00

Occupancy % 100 Billed Recovery: 31,000.00

Fixed %

Tenancy Start Date: 01/01/00 Reconciled Amount: <1,000.00>

Tenancy End Date: 12/31/05

Budget Prorata Share: 0 Budget Cost Per Area: 0

The possible values for the Status column include the following:

• Complete: Indicates a successful calculation

• Error: Indicates an error in processing the data

Depending on how the Consolidate Recovery Terms system option was set, the systemwill generate one term for a period, or multiple terms: one term per recovery line. Allthe terms generated for the period are displayed in the Billing Terms window.

Consolidate Recovery Terms

The Consolidate Recovery Terms system option controls how the system will generaterecovery term details. If the Consolidate Recovery Terms system option is set to No, thesystem will generate a term detail line for each recovery line. The system uses thecorresponding billing term details from the main lease. If there is more than one billing


term with the same type and purpose, but with different billing details, the system willdefault the details of the most recent term.

If the consolidated recovery terms system option is set to Yes, the system will createone consolidated term for a total of all recovery line amounts. The system uses the termtemplate specified in the recovery agreement to populate the recovery term details. Ifthe Consolidate Recovery Terms system option is set to Yes, all of the recovery lines inthe Review Terms: Summary table must have a status value of Complete in order toproceed. The recovery lines with an error status require recalculation.

Approve Terms

You can change the status from Draft to Approved in the Billing Terms Summary and theTerm Details windows.

To approve billing terms:

1. Navigate to the Existing Agreement window by choosing Leases andDocuments: Recovery: Recovery Agreement Landlord.

2. Choose the Existing Agreement window found in the Recovery Agreement tabbedregion,

3. Find the agreement you wish to approve and choose the Review Terms button.

4. From the Review Terms: Summary window, choose the Continue button to navigateto the Review Billing Terms window.

5. Change the status of the term from Draft to Approved or select the Approve Allbutton to approve all recovery terms.

See: Approving Billing Schedule Events., page 4-55

Note: If changes are made to the agreement details after any ofthe recovery terms have been approved, recalculation has to beconducted. Property Manage will create a term for a difference betweenthe calculated recovery amount and previously approved recovery termamount. You can then review and approve the adjustment term.

Recovery Window ReferencesThe following are descriptions of the windows available in the Recoveries feature.

Recovery Agreement. Search for existing recovery agreements or for tenants withoutagreements.

Create Recovery Agreement. Create new recovery agreements and related recoverylines.

Create Line Details: Expense. Create recovery line expense details.

Create Line Details: Area. Create recovery line area details.

Create Line Details: Constraints. Create recovery line constraint details.

Create Line Details: Abatements. Create recovery line abatement details.

Calculate Recovery Agreement. Calculate recovery agreements for selected periods.

Review Terms: Summary. Review a summary of the recovery calculation for a selectedperiod.


Review Terms: Billing Summary. Review a summary of the billing terms for a selectedperiod. Approve a term by changing the status from Draft to Approved.

Billing Term Details. Approve a term by changing its status from Draft to Approved.

Re-Calculate Recovery Agreement. Recalculate a previously calculated recoveryagreement for a selected period range.

Review Lines Details. Review the details of all the lines within a specifiedperiod. Details available for review include billed recovery for the period andexpense, area, constraints, and abatements.

Update Recovery Agreement. Modify previously created recovery agreements andrecovery lines.

Update Line Details: Expense. Modify previously created recovery line expense details.

Update Line Details: Area. Modify previously created recovery line area details.

Update Line Details: Constraints. Modify previously created recovery line constraintdetails.

Update Line Details: Abatements. Modify previously created recovery line abatementdetails.

Duplicate Recovery Agreement. Create new recovery agreements by duplicatingpreviously created or updated recovery agreements and changing the data as neededprior to saving the record as a new recovery agreement.

Duplicate Line Details: Expense. Create new recovery line expense details byduplicating previously created or updated recovery line expense details and changingthe data as needed prior to saving the record as a new expense detail line.

Duplicate Line Details: Area. Create new recovery line area details by duplicatingpreviously created or updated recovery line area details and changing the data asneeded prior to saving the record as a new area line detail.

Duplicate Line Details: Constraints. Create new recovery line constraint details byduplicating previously created or updated recovery line constraint details then changingthe data as needed prior to saving the record as a new constraint line detail.

Duplicate Line Details: Abatements. Create new recovery line abatement details byduplicating previously created or updated recovery line abatement details then changingthe data as needed prior to saving the record as a new abatement line detail.

View Recovery Agreement. Review previously completed recovery agreement detailsand recovery lines.

View Lines Details. Review previously completed line details includingexpenses, area, constraints, and abatements.

Tenants Without Agreement. Query all or tenants with recovery agreements thatexpire in the recovery year.

Recovery Expenses. Query recovery expenses that are extracted as a result of runningthe Populate Recoveries with Expenses concurrent process.

View Recovery Expenses. Review recovery expenses extracted by the PopulateRecoveries with Expenses concurrent process.


Create Recovery Expenses. Create recovery expense details and lines to captureexpenses incurred on a property or location. It is used as a way to enter expensesthrough the user interface and instead of the extraction concurrent process.

Update Recovery Expense. Modify previously created or extracted recovery expenses.

Allocate Recovery Expenses. Create expense line allocations.

View Allocated Expenses. Query and review allocated expenses.

Expenses: Expense Class Details Tabbed RegionExpense Class Details. Query expense class details.

Generate Expense Class Details. Generate expense class details for expense classes.

Update Expense Class Lines. Modify previously created expense class details lines ofthe expense class details.

Update Line Details. Modify previously created expense line details under expenseclass details.

View Expense Class Lines. Review previously created or updated expense class linesof expense class details.

View Lines Details. Review previously created or updated expense line details underexpense class details.

Area: Area Class Details Tabbed RegionArea Class Details: Query area class details.

Generate Area Class Details: Generate area class details for area classes.

Update Area Class Details. Modify previously created area class details.

View Area Class Details. Review previously created or updated area class details.

Setup: Area ClassesArea Classes. Search for previously created area classes.

Create Area Class. Create new area classes.

Update Area Class. Modify previously created area classes.

View Area Class. Review previously created or updated area classes.

Duplicate Area Class. Create new area classes by duplicating previously created orupdated area classes and changing the data as needed prior to saving the record asa new area class.

Setup: Expense ClassesExpense Classes. Search for previously created expense classes.

Create Expense Class. Create new expense classes.

Define Expense Type. Define inclusions for an expense type.

Update Expense Type: Modify previously created inclusions to expense types.


Duplicate Expense Type. Create new inclusions to expense types by duplicatingpreviously created or updated inclusions and changing the data as needed prior tosaving the record as a new expense type.

Update Expense Class. Modify previously created expense classes.

Duplicate Expense Class. Create new expense classes by duplicating previously createdor updated expense classes and changing the data as needed prior to saving the recordas a new expense class.

View Expense Class. Review previously created or updated expense classes.

Recovery Field ReferencesThe following are descriptions of selected unique fields contained in the Recoverywindows.

Abatement Type: A user specified lookup that can be defined for different purposes. Forexample, you may need to give a tenant an abatement for relocation, in which case youwould create a Relocation abatement type.

Abatement Amount: A reduction to the actual recovery amount used to determine theactual prorata share of a tenant.

Actual Cost Per Area: The actual cost per area is equal to the following: Actual Cost PerArea = (Total Expense/Total Area) * Multiple %.

Actual Expense: The expense amount incurred on a property for a given ExpenseType for a given time period.

Actual % Allocated: The percent, between 0 and 100, of the actual expense incurred on aproperty and allocated between buildings on the property or distributed to differentexpense accounts.

Actual Prorata Share: The proportionate share of actual expenses for the maintenanceand operation of the property that the landlord passes on to the tenant. The allocatedshare of operating expenses and common area expenses or expense increases to becharged to a specific tenant, are usually based upon the area of the tenant’s premisesdivided by the total area in the building or complex. In properties where some tenantsprovide certain services for themselves, such as air conditioning and refrigerationmaintenance by a supermarket within a shopping center, other tenants may then havediffering proportionate shares of individual expense items depending upon whetherthose items are provided to all tenants or only to a subset of tenants.

The Actual Prorata Share is equal to the following:

Actual Prorata Share = (Total Expense/Total Area)*Multiple %*Tenant’s RecoverableArea *Occupancy%

Actual Recoverable Amount: The actual expense amount used in recovery calculation. Itis derived from the expense class specified for a tenant recovery agreement and is thenumerator for the recovery calculation for a tenant.

Area Type: The area type determines the area used in the denominator of recoverycalculation. It helps to identify the area of a property for which the total expense of aparticular type is incurred. For example, you would pick Total Assignable Area if youwant the expenses to be applied against the total assignable area denominator. Youmust specify the area type when an area class is associated with a recovery line. Areatypes can be one of the following:





• Total Assignable or Occupied: Equals the greater of the Floor % Total AssignableArea or Total Occupied Area on the As of Date.

• Total Assignable or Weighted Average: Equals the greater of the Floor % * TotalAssignable Area or Total Weighted Average.

Assigned Area: The area that is assigned to a tenant. It is derived from the SpaceAssignment. The assigned area determines a tenant’s recoverable area in recoverycalculation.

As of Date: The date on which the total area of area classes is calculated.

Billed Recovery: The recovery amount that was billed to a tenant throughout the year.

Budget Cost Per Area: The budgeted expense amount per area. It is equal to thefollowing: Budget Cost Per Area = (Budget Expense/Total Area) * Multiple %.

Budget Expense: The expense used by landlords for budgeting purposes to calculaterecovery billing for the following year.

Budget Prorata Share: The amount budgeted for the prorata share of CAM expenses.

Calculation Method: Property Manager provides the following methods to calculaterecovery:

• Prorata Share

• Fixed Amount

• Fixed Rate

• Fixed Percentage

Exclude Area check box: The units of property, displayed in the area class details, withthe Exclude Area check box selected are considered to be contributors for theproperty, and their area is excluded from the total property area.

Exclusion Type: All tenants of a specific recovery type and space standard, whose areasatisfies the relation criteria, are contributors. The Exclusion Type defines whethercontributors’ area, expense, or both will be excluded from the total gross leasable area(TGLA) or total expense during the recovery calculation. The Exclusion Type is selectedduring the setup of area classes.

Expense Type: The type of expense to be recovered from the tenant base, such asInsurance, HVAC, Security, Cleaning, etc. The expense type and billing purpose are onein the same. The expense type is used as the billing purpose on the billing term that iscreated as a result of the recovery process.

Fee % Before Contributors: Management or administrative fees. These fees are appliedbefore contributors’ prorata share is excluded from the total expense in recoverycalculation, i.e. when the expense class details are generated.

Fee % After Contributors: Management or administrative fees. These fees are appliedafter contributors’ prorata share is excluded from the total expense in recoverycalculation, i.e. in the recovery agreement for a tenant.


Fixed Amount: A recovery calculation method that uses a fixed user entered amount asthe actual recovery amount. The fixed recovery amount remains as a constant chargeevery year. This amount can increase from year to year by a specific percentage ifconstraints are defined.

Fixed %: A recovery calculation method that will calculate the recovery as a fixedpercentage of the total recoverable expense incurred on the property. The percentageis user specified.

Fixed Rate: A recovery calculation method that uses a fixed user entered amountper area that remains a constant charge every year. The fixed rate recovery chargeis specified for a recovery line.

Floor %: Limits the cost per square foot that a landlord can charge. It can range between0 percent and 100 percent, but the typical range would be 75 percent to 95 percent. Floorsare only applicable when a tenant’s lease bases the calculation on occupancy orweighted average. The purpose of a floor is to compare a weighted average number(or occupied area number on the as of date) with a percentage of the gross leasablearea and take the larger of the two. The following area calculation shows an exampleof how Floor % is used:

Greater of (Floor % ) * (Total Assignable Area) or Total Occupied Area on the As of Date

Multiple %: The multiple percentage is a deviation of the standard calculation. Themultiple percentage is typically used for prorata share of food court tenants to adjusttheir rate. For example, if the standard calculation determined interior tenants cost perarea is $18, food court tenants charges would be a multiple of that rate. For example, 2 *CAM = $18 * 2 = $36 per square foot. Typically, for regular or non-food court tenants, themultiple percentage is 100 percent.

Negative Recovery: Methods of handling the negative outcome of Actual ProrataShare calculation. There are two options:

• Negative Actual Prorata Share can be ignored for a tenant for a year, i.e. tenantdoes not get refund.

• Credited, in which case a recovery term for a negative amount is created and sentto Oracle Receivables.

Occupied Area: The tenant’s assigned area on the as of date. It is either equal to theassigned area or 0. For example, a tenant might occupy a space from January throughJune. The tenant’s assigned area could be 1000. If the as of date is August 1, the tenant’soccupied area on August 1 is 0, because the tenant is not occupying the space in August.

Portion %: The percent of the actual expenses to include in the recoverable expenseamount. The recoverable expense amount is determined by applying the portionpercentage to the actual expense amount. For example, if the actual expense amountfor a tenant is $160,000 and the portion percentage is 50 percent, then the recoverableexpense amount would be $80,000. The portion percentage on the area side reduces thearea of an area class during recovery calculation.

Reconciled Amount: The recovery due, such as the recovery adjustment amount orthe current amount owed for recovery. It is equal to the actual prorata share minuspreviously billed recovery amounts.

Reconciled Amount = Actual Prorata Share - Billed Recovery.


Recoverable Amount: Determined by applying the portion percent to the actualamount. For example, if the actual amount for a tenant is $160,000, and the portionpercent is 50 percent, then the recoverable amount is $80,000.

Recoverable check box: Indicates if a recovery expense line is recoverable.

Recovery Type: An attribute that describes the usability of a particular space by a certaintype of tenant, such as Major, Specialty, Freestanding, Kiosk, or Food Court. Used inconjunction with the recovery space standard, it describes different types of areas that aretreated differently in the recovery process. The recovery type is a user defined lookup.

Relation: The value used to specify the area comparative for exclusions during the setupof area classes. The relation narrows down the range of tenants of a specific recoverytype and space standard, e.g. only the tenants whose area is greater than 20,000 squarefeet should be considered contributors for recovery calculation. The value for relationthat may be specified include:

• All

• Greater Than

• Lesser Than

• Greater or Equal To

• Lesser or Equal To

Scope: The scope, together with a value of Maximum or Minimum, is used define aconstraint. The available values for scope include:

• Prorata Share Amount

• Rate

• Over Prior Year Actual

• % Over Prior Year Cap

Space Standard: Classification of a location used in the recovery process, along with therecovery type, to derive the tenancy type for this particular location. The recovery spacestandard is generally Internal or External. Internal means the entrance to the tenant’soccupied space is from inside of the mall. External means that the tenant’s space can beaccessed from both inside and outside of the mall. Used in conjunction with the recovery(tenancy) type, it describes different types of areas that are treated differently in therecovery process. The space standard is user-defined.

Status: The recovery line Status field displays the status of a recovery line for thecalculation. It is automatically updated by the system. The possible values includethe following:

• Open: The system cannot find the area and/or expense class details for the specifiedstart and end dates, and the As of Date.

• Complete: The system has all the details required to calculate recovery. Forexample, when the Area and Expense tabbed regions have been populated.

• Processing: The system is calculating the recovery line.

• Error: A system failure occurred during the calculation of the recovery line.

Use Override Values check box: Determines whether the overrides made in the expenseclass or area class details are kept or removed during the re-extraction process, or


whether the system utilizes the overrides from the class details populated in a previousextraction period.

Variance Amount: The difference between the actual amount and the actual recoverableamount.

Weighted Average: The weighted average is calculated as (Occupied Area * Occupancy%). The weighted average area can be 0 if the space is vacant on the As of Date.


9Reports

Submitting Standard ReportsOracle Property Manager provides reports (all referred to as requests) that you canuse to:

• review your leases

• review your space allocation

From the Submit Request window, you can submit a single request, or you can submit arequest set to run several reports as a group.

Submitting Requests

To submit a standard request from the Submit Request window:

1. Navigate to the Submit Request window.

2. Enter the name of the request that you want to submit.

3. If the request has parameters, enter the parameters in the Parameterswindow. Choose OK to save the parameters.

If your request has parameters, you can see detailed information on the parametersin the Selected Report Parameters section of the request description.

4. Choose Submit to submit your request. You can review the status of your request inthe Requests window.

If your request has output, you can see detailed information on it in the SelectedReport Headings section of the request description.

Cancelling Requests

To cancel a concurrent request:

• In the Requests window, query the concurrent request number for yourrequest. Select your request. Choose Cancel Request. See also: Cancelling Requests,Oracle Applications User’s Guide.

Monitoring Requests

Reports 9-1

To monitor status of a concurrent request:

• You can view the status of your request in the Requests window by choosingView My Requests from the View menu. See Also: Monitoring Requests, OracleApplications User’s Guide

Related Topics

Property Manager Reports, page 9-2

Defining Request Sets, Oracle Applications User’s Guide

Submitting a Request, Oracle Applications User’s Guide

Submitting a Request Set, Oracle Applications User's Guide

Overview of Reports and Programs, Oracle Applications User's Guide

Changing Request Options, Oracle Applications User's Guide

Property Manager Reports

Alphabetical Space Assignments ReportUse this report to review an alphabetical listing of all employee office space assignmentsfor the specified leases.

Report Submission:

You submit this report from the Submit Request window. See: Submitting StandardReports, page 9-1.

Report Parameters

Lease Number Low: The lowest lease number in the range of lease numbers you want toinclude in the report. If you do not enter a Lease Number High, then the report lists onlythe space assignments for the lease specified by Lease Number Low. If you enter bothLease Number Low and Lease Number High, then the report lists all space assignmentsfor the leases in the specified range. If you enter neither a Lease Number Low nor aLease Number High, then the report lists all space assignments for all leases.

Lease Number High: The highest lease number in the range of lease numbers thatyou want to include in the report. If you do not enter a Lease Number Low, then thereport lists all space assignments for lease numbers lower than or equal to the LeaseNumber High.

Report Headings

Full Name: The full name of each employee, listed alphabetically by last name.

Location Code: The location code of the location that is assigned to the employee. Ifmore than one location code is assigned to the employee, all will be listed.

Alphabetical Space Assignments Report by FloorUse this report to review the names, office space assignments, cost centers, and spaceusage of employees on a specific floor.


Report Submission:

You submit this report from the Submit Request window. See: Submitting StandardReports, page 9-1

Report Parameters

Floor Code: The code for the floor that has the space assignments you want to review.

Lease Number: The number of the lease for the location that includes the floors thathave the space assignments you want to review.

Report Headings

Lease Number: The number of the lease for the location where the assigned employeesare located.

Lease Name: The name of the lease for the location where the assigned employeesare located.

Building: The name of the building where the assigned employees are located.

Floor: The number of the floor where the assigned employees are located.

Employee Name: The full name of each employee on the specified floor, listedalphabetically by last name.

Office: The name or number of the office where the assigned employee is located.

Cost Center: The cost center of the assigned employee.

Usage: The type of use of the specified office.

Alphabetical Space Assignments Report by Zip CodeUse this report to review the names and locations of employees in a specific zip code.

Report Submission:


Report Parameters

Zip Code: The zip code of the location for which you want to review the location ofemployees.

Report Headings

Full Name: The full name of each employee, listed alphabetically by last name.

Office: The number of the office allocated to the employee.

Location Code: The location code of the employee’s office.

Annual Accounting Pro Forma ReportUse this report to review normalized payments and concessions for leased facilities overannual periods. The report lists expenses separated by payment purpose, payment termtype, and fiscal year. The list is ordered by Purpose and by Type. This report includesnormalized expenses for both actual and estimated payment terms.

Reports 9-3

Report Submission:


Report Parameters

Lease Number Low: The lowest lease number in the range of lease numbers you wantto include in the report. If you do not enter a Lease Number High, then the reportlists only the accounting information for the lease specified by Lease Number Low. Ifyou enter both Lease Number Low and Lease Number High, then the report lists allaccounting information for the leases in the specified range. If you enter neither aLease Number Low nor a Lease Number High, then the report lists all accountinginformation for all leases.

Lease Number High: The highest lease number in the range of lease numbers thatyou want to include in the report. If you do not enter a Lease Number Low, then thereport lists all accounting information for lease numbers lower than or equal to theLease Number High.

Fiscal Date: The date of the first fiscal year for which the accounting information willbe reported.

Report Headings

Note: Payables are listed for direct leases. Receivables are listed forthird party leases and subleases.

Lease Number: The number of the lease for the location covered in the report.

Lease Name: The name of the lease.

Commencement: The commencement date of the lease.

Termination: The termination date of the lease.

Fiscal Year Ending: The month that the fiscal year used for calculating annual paymentsis based on.

Payables-Purpose: The purpose of the payment term

Payables-Type: The type of the payment term.

Receivables-Purpose: The purpose of the billing term.

Receivables-Type: The type of the billing term.

Annual Cash Flow Pro Forma ReportUse this report to review projected payments and concessions for leased facilities overannual periods. The report lists expenses separated by payment purpose, payment termtype, and fiscal year. The list is ordered by Purpose and by Type. Oracle PropertyManager forecasts using actual amounts, when available. If no actual amount exists foran item, Property Manager uses the estimated amount.

Report Submission:



Report Parameters

Lease Number Low: The lowest lease number in the range of lease numbers you want toinclude in the report. If you do not enter a Lease Number High, then the report listsonly the cash flow information for the lease specified by Lease Number Low. If youenter both Lease Number Low and Lease Number High, then the report lists all cashflow information for the leases in the specified range. If you enter neither a LeaseNumber Low nor a Lease Number High, then the report lists all cash flow informationfor all leases.

Lease Number High: The highest lease number in the range of lease numbers thatyou want to include in the report. If you do not enter a Lease Number Low, then thereport lists all cash flow information for lease numbers lower than or equal to theLease Number High.

Fiscal Date: The date of the first fiscal year for which the cash flow information willbe reported.

Report Headings



Master Lease Number: The number of the master lease if this is a sublease.

Master Lease Name: The name of the master lease if this is a sublease.



Fiscal Year Ending: The month that the fiscal year used for calculating annual paymentsis based on.

Payables-Purpose: The purpose of the payment.

Payables-Type: The type of payment.

Receivables-Purpose: The purpose of the billing.

Receivables-Type: The type of billing.

Employees Deleted From Space Allocation ReportUse this report to keep track of employees whose Human Resources status is nolonger Active, and to remove them from allocated office space. See Allocating OfficeSpace, page 5-4.

Report Submission

You submit this report from the Submit Request window. See: Submitting StandardReports, page 9-1.

Report Parameters

This report has no parameters.

Report Headings

Person ID: The identification number of the employee that was deleted from allocatedspace.

Reports 9-5

Person Name: The name of the employee that was deleted from allocated space.

Employee Title ReportUse this report to review the title, cost center, and assigned office number for employeesat the location covered by the specified lease. You can also review the intended useand the usable area of the assigned office.

Report Submission:


Report Parameters

Lease Number Low: The lowest lease number in the range of lease numbers you want toinclude in the report. If you do not enter a Lease Number High, then the report lists onlythe employees for the lease specified by Lease Number Low. If you enter both LeaseNumber Low and Lease Number High, then the report lists all employees for the leasesin the specified range. If you enter neither a Lease Number Low nor a Lease NumberHigh, then the report lists all employees for all leases.

Lease Number High: The highest lease number in the range of lease numbers that youwant to include in the report. If you do not enter a Lease Number Low, then the reportlists all employees for lease numbers lower than or equal to the Lease Number High.

Report Headings

Usable Area: The amount of usable space in the employee’s office.

Office: The number of the office.

Full Name: The name of the employee.

Cost Ctr: The cost center of the employee.

Title: The title of the employee.

As Built: The intended use of the office.

Future Minimum Rent Obligations ReportUse this report to review all future rent obligations that you are committed to pay. Thereport summarizes the payments that you are obligated to pay for each of the next fivefiscal years which includes all the summarized payment items with a term type ofBASE, ESC, and ABATE. For all the following years, the report shows the sum of all thepayments you are obligated to pay in the remainder of the lease term.

Report Submission:


Report Parameters

Lease Number Low: The lowest lease number in the range of lease numbers you want toinclude in the report. If you do not enter a Lease Number High, then the report listsonly the rent obligations for the lease specified by Lease Number Low. If you enter both


Lease Number Low and Lease Number High, then the report lists all rent obligations forthe leases in the specified range. If you enter neither a Lease Number Low nor a LeaseNumber High, then the report lists all rent obligations for all leases.

Lease Number High: The highest lease number in the range of lease numbers that youwant to include in the report. If you do not enter a Lease Number Low, then the reportlists all rent obligations for lease numbers lower than or equal to the Lease Number High.


Report Headings





MMM-YYYY: The total amount of rent obligations with a term type of BASE, ESC, andABATE for the fiscal year ending MMM-YYYY.

Thereafter: The summation of the future minimum rent obligations for all years after thefirst five fiscal years with a term type of BASE, ESC, and ABATE.

Total Amount: The total future minimum rent obligations. The total is calculated byadding each of the fiscal year amounts to the amount in the Thereafter column.

Calculation of the Future Minimum Rent Obligations Report

The example report includes a single lease with a commencement date of January 1, 2000and a termination date of December 31, 2007. The two payment terms are:

1. Type = BASE, Frequency = Monthly, Term = January 1, 2000 to December31, 2007, Amount = 100 per month.

2. Type=ESC, and Frequency = Monthly, Term = January 1, 2000 to December31, 2007, Amount = 50 per month.

MMM-YYYY Column Calculation

The total for the first column, JAN-2000, is 150. It is composed of the sum of all thepayment items with a term type of BASE, ABATE and ESC from February 1, 1999 toJanuary 31, 2000.

The date entered in the Fiscal Date date field, 09-JAN-2000, is converted to the end of themonth, or 31-JAN-2000, and is used as the end date of the first fiscal period. The startdate of the first fiscal year is the first date of the fiscal year or 01-FEB-1999.

The second column, JAN-2001, has a total sum of 1800. The report sums up all thepayment term amounts with a type of BASE, ABATE and ESC in the lease from01-FEB-2000 to 31-JAN-2001.

Thereafter Column Calculation

The Thereafter column sums up all the payment items with a term types of BASE, ABATEand ESC for the remaining four years from 01-FEB-2004 to the end of the lease on31-DEC-2007. 1800 + 1800 + 1800 + 1650 = 7050

Total Amt Column Calculation

Reports 9-7

The Total Amt column is the sum of the previous columns. 150 + 1800 + 1800 + 1800+ 1800 + 7050 = 14400

Lease Abstract Summary ReportUse this report to review the lease information that was abstracted from the leasesyou specify in the Parameters.

Report Submission:


Report Parameters

Lease Number Low: The lowest lease number in the range of lease numbers you want toinclude in the report. If you do not enter a Lease Number High, then the report listsonly the lease with the lease number specified by Lease Number Low. If you enter bothLease Number Low and Lease Number High, then the report lists leases in the specifiedrange. If you enter neither a Lease Number Low nor a Lease Number High, then thereport lists all leases.

Lease Number High: The highest lease number in the range of lease numbers that youwant to include in the report. If you do not enter a Lease Number Low, then the reportlists all leases with lease numbers lower than or equal to the Lease Number High.

Report Headings

Note: The Lease Abstract Summary Report provides the informationthat you enter in the Enter Leases window. See Leases Windows, page4-90

Milestone Analysis ReportUse this report to review milestone events for a given period of time, a lease, or anindividual. The report lists:

• The date of the milestone event.

• The date on which to take action.

• The type and description of the milestone

• The person responsible for taking action.

• The name and number of the lease.

• Any comments about the milestone.

Milestones are ordered by the notification date, action date, milestone type, milestonedescription, and name of responsible user.

Report Submission:



Report Parameters

Lease Number Low: The lowest lease number in the range of lease numbers you want toinclude in the report. If you do not enter a Lease Number High, then the report lists onlythe milestones for the lease specified by Lease Number Low. If you enter both LeaseNumber Low and Lease Number High, then the report lists all milestones for the leasesin the specified range. If you enter neither a Lease Number Low nor a Lease NumberHigh, then the report lists all milestones for all leases.

Lease Number High: The highest lease number in the range of lease numbers that youwant to include in the report. If you do not enter a Lease Number Low, then the reportlists all milestones for lease numbers lower than or equal to the Lease Number High.

Milestone Date Low: The lowest milestone date in the range of milestone dates youwant to include in the report.

Milestone Date High: The highest milestone date in the range of milestone dates youwant to include in the report.

User Name Low: The first name alphabetically in the group of Responsible Users forwhich you want milestones reported. If you do not enter a User Name High, PropertyManager reports only the milestones associated with the User Name Low. If you enterboth User Name Low and User Name High, Property Manager reports all milestones forthe range of user names you enter. If you enter neither, Property Manager reports allmilestones.

User Name High: The last name alphabetically in the group of Responsible Users forwhich you want milestones reported. If you do not enter a User Name Low, PropertyManager reports all milestones with user names alphabetically lower than the UserName High.

Report Headings

Milestone Date: The date on which the milestone occurs.

Action Date: The date by which action must be taken.

Type: The type of milestone.

Description: A description of the milestone.

Assigned To: The person to whom the milestone action is assigned.



Comments: Any additional comments about the milestone.

Monthly Accounting Pro Forma ReportUse this report to review normalized payments and concessions for leased facilities overmonthly periods. The report lists expenses separated by payment purpose, paymentterm type, and month. The list is ordered by Purpose and by Type. This report includesnormalized expenses for both actual and estimated payment terms.

Report Submission:


Reports 9-9

Report Parameters

Lease Number Low: The lowest lease number in the range of lease numbers you want toinclude in the report. If you do not enter a Lease Number High, then the report listsonly accounting information for the lease specified by Lease Number Low. If you enterboth Lease Number Low and Lease Number High, then the report lists accountinginformation for all leases in the specified range. If you enter neither a Lease Number Lownor a Lease Number High, then the report lists all accounting information for all leases.

Lease Number High: The highest lease number in the range of lease numbers thatyou want to include in the report. If you do not enter a Lease Number Low, then thereport lists accounting information for all lease numbers lower than or equal to theLease Number High.

End Month: The month which marks the end of the fiscal year.

Year: The fiscal year that you want reported.

Individually: Select Yes if you want a separate report printed for each lease in the leaserange. If you select Yes, the report is run for each lease individually, and then a summaryreport is printed at the end for the lease range that you selected.

Report Headings

Note: Payables are listed for direct leases. Receivables are listed forthird party leases and subleases.

Payables-Payment Purpose: The payment term purpose.

Payables-Payment Term Type: The payment term type.

Receivables-Payment Purpose: The billing term purpose.

Receivables-Payment Term Type: The billing term type.

Monthly Cash Flow Pro Forma ReportUse this report to review projected payments and concessions for leased facilities overmonthly periods. The report lists expenses separated by payment purpose, paymentterm type, and month. The program uses actual amounts to make cash flow forecasts. Ifno actual amount exists for an item, the program uses the estimated amount.

Report Submission:


Report Parameters

Lease Number Low: The lowest lease number in the range of lease numbers you want toinclude in the report. If you do not enter a Lease Number High, then the report lists onlythe cash flow information for the lease specified by Lease Number Low. If you enter bothLease Number Low and Lease Number High, then the report lists cash flow informationfor all leases in the specified range. If you enter neither a Lease Number Low nor a LeaseNumber High, then the report lists cash flow information for all leases.

Lease Number High: The highest lease number in the range of lease numbers thatyou want to include in the report. If you do not enter a Lease Number Low, then the


report lists cash flow information for all lease numbers lower than or equal to theLease Number High.


Report Headings



Master Lease Number: The number of the master lease if this is a sublease.

Master Lease Name: The name of the master lease if this is a sublease.



Payables-Purpose: The purpose of the payment.

Payables-Type: The type of payment.

Receivables-Purpose: The purpose of the billing.

Receivables-Type: The type of billing.

Normalized Rent Schedule ReportUse this report to keep track of the rent schedule for a location. The report shows allpayment schedule event dates for the term of the rent payment schedule. For eachspecific payment schedule event date, the report shows the amount of base rent, theamount of any rent abatement, and the amount of any rent adjustment. In addition, thereport shows the effect of each abatement and adjustment on the base rent and on thetotal cash rent for that rental period. The report also tracks the accumulated free rentliability as monthly adjustments are applied.

Report Submission


Report Parameters

Lease Number Low: The lowest lease number in the range of lease numbers you want toinclude in the report. If you do not enter a Lease Number High, then the report listsonly the rent schedules for the lease specified by Lease Number Low. If you enter bothLease Number Low and Lease Number High, then the report lists all rent schedules forthe leases in the specified range. If you enter neither a Lease Number Low nor a LeaseNumber High, then the report lists all rent schedules for all leases.

Lease Number High: The highest lease number in the range of lease numbers that youwant to include in the report. If you do not enter a Lease Number Low, then the reportlists all rent schedules for lease numbers lower than or equal to the Lease Number High.

Report Headings

Schedule Date: The date each of each payment schedule event.

Base Rent: The sum of all normalized cash payments of the base rent payment type.

Reports 9-11

Rent Abatement: The amount of rent abatement that will be applied to the paymentschedule event.

Total Cash Rent: The amount of rent after the rent abatement for the payment scheduleevent is applied.

Acct. Expense: The rent expense account after any rent adjustment for the paymentschedule event is applied.

Adjustment: The amount of the adjustment applied to the Total Cash Rent for thepayment schedule event.

Free Rent Liability: The amount of free rent liability, calculated for each rentalperiod, showing the cumulative effect of rent adjustments on free rent liability.

Rentable Size: The rentable area of the location.

Receivables Details ReportUse this report to review billing items included in specified receivable schedules. Thisreport is generated for subleases only.

Report Submission:


Report Parameters

Lease Number Low: The lowest lease number in the range of lease numbers you want toinclude in the report. If you do not enter a Lease Number High, then the report listsonly the receivable schedules for the lease specified by Lease Number Low. If you enterboth Lease Number Low and Lease Number High, then the report lists all receivableschedules in the specified range. If you enter neither a Lease Number Low nor a LeaseNumber High, then the report lists all receivable schedules.

Lease Number High: The highest lease number in the range of lease numbers thatyou want to include in the report. If you do not enter a Lease Number Low, then thereport lists all receivable schedules with lease numbers lower than or equal to theLease Number High.

Schedule Date Low: The date of the receivable schedules that you want to review. If youdo not enter a Schedule Date High, then the report lists only the receivable schedules thatare specified by the Schedule Date Low. If you enter both a Schedule Date Low and aSchedule Date High, then the report lists all receivable schedules that are in the specifieddate range. If you enter neither a Schedule Date Low nor a Schedule Date High, then thereport lists all receivable schedules for the specified leases.

Schedule Date High: The latest date in the range of receivable schedule dates thatyou want to include in the report. If you do not enter a Schedule Date Low, then thereport lists all receivable schedules with schedule dates earlier than or the same asthe Schedule Date High.

Report Headings

Schedule Date: The date of each billing schedule event.




Functional Currency: The currency for your set of books.

Tenant Name and Address: The name and address of the tenant who is being billed.

Status: The current status of the rent schedule.

Purpose: The purpose for the billing transaction.

Term Type: The type of billing term.

Amount : The summation of all cash payment items grouped by purposes and termtypes. The program uses actual amounts for all cash payment items unless no actualamount is defined, in which case it uses an estimated amount.

Billing Currency: The currency for the billing transaction.

Accounted Amount: The billing amount converted to the functional currency. Thisamount is available only when the status of the billing is Approved.

Accounting Flexfield: The accounting flexfields that identify the type of expense beingauthorized for payment.

Distribution Amount: The summation of all cash payments grouped by accountingflexfields. The program uses actual amounts for all cash payment items unless no actualamount is defined, in which case it uses an estimated amount.

Schedule Total: The summation of all cash payment items, both by purposes and termtypes and separately by accounting flexfields.

Receivables Summary ReportUse this report to review current invoice payments due. The report lists thelease, customer information, lease address, accounting flexfields, and total amountdue. Rent schedules are ordered by schedule date and lease number. This report isgenerated for subleases only.

Report Submission:


Report Parameters

Lease Number Low: The lowest lease number in the range of lease numbers you want toinclude in the report. If you do not enter a Lease Number High, then the report listsonly the receivable schedules for the lease specified by Lease Number Low. If you enterboth Lease Number Low and Lease Number High, then the report lists all receivableschedules for the leases in the specified range. If you enter neither a Lease Number Lownor a Lease Number High, then the report lists all receivable schedules for all leases.

Lease Number High: The highest lease number in the range of lease numbers thatyou want to include in the report. If you do not enter a Lease Number Low, then thereport lists receivable schedules for all lease numbers lower than or equal to the LeaseNumber High.

Schedule Date Low: The date of the receivable schedules that you want to review. If youdo not enter a Schedule Date High, then the report lists only the receivable schedules thatare specified by the Schedule Date Low. If you enter both a Schedule Date Low and a

Reports 9-13

Schedule Date High, then the report lists all receivable schedules that are in the specifieddate range. If you enter neither a Schedule Date Low nor a Schedule Date High, then thereport lists receivable schedules for all specified leases.

Schedule Date High: The latest date in the range of receivable schedule dates thatyou want to include in the report. If you do not enter a Schedule Date Low, then thereport lists all receivable schedules with schedule dates earlier than or the same asthe Schedule Date High.

Report Headings

Schedule Date: The date of the scheduled payment event.

Lease Number Range: The range of lease numbers in the report.


Lease Number: The number of the lease that the summary information covers.

Lease Name: The name of the lease that the summary information covers.

Status: The status of the lease. This can be Draft or Final.

Tenant Information: Information about the tenant who is being billed.

Lease Address: The address of the leased location.

Accounting Flexfield: Account that will be charged for the transaction.

Actual Amount: The amount of the receivable for the specified billing schedule date.

Billing Currency: The specified currency for a payment transaction.

Accounted Amount: The billing amount converted to the functional currency.

Schedule Total: The summation of all billing amounts.

Rent Schedule Details ReportUse this report to review current payments due for leased facilities. For each schedulethat you select, the report lists amounts for payment purposes, payment termtypes, accounting flexfields, and total schedule payment due. Rent schedules are orderedby lease number and rent schedule date.

Report Submission:


Report Parameters


Lease Number High: The highest lease number in the range of lease numbers that youwant to include in the report. If you do not enter a Lease Number Low, then the reportlists all rent schedules with lease numbers lower than or equal to the Lease Number High.


Schedule Date Low: The date of the rent schedules that you want to review. If you donot enter a Schedule Date High, then the report lists only the rent schedules that arespecified by the Schedule Date Low. If you enter both a Schedule Date Low and aSchedule Date High, then the report lists all rent schedules that are in the specified daterange. If you enter neither a Schedule Date Low nor a Schedule Date High, then thereport lists all rent schedules for the specified leases.

Schedule Date High: The latest date in the range of rent schedule dates that you want toinclude in the report. If you do not enter a Schedule Date Low, then the report lists allrent schedules with schedule dates earlier than or the same as the Schedule Date High.

Report Headings

Lease Name: The name of the lease that the detail information covers.

Lease Number: The number of the lease.

Schedule Date: The date of each billing schedule event.

Schedule Total: The summation of all billing terms for a lease.

Status: The current status of the billing.


Vendor Name and Address: The name and address of the supplier to whom paymentis made.

Phone: The phone number of the supplier.

Location Code: The location code of the rented property for which payment is made.

Payment Purpose: The payment term purpose of an expense.

Payment Term Type: The payment term type of an expense.

Payment Amount: The summation of all cash payment items grouped by purposes andterm types. The program uses actual amounts for all cash payment items unless noactual amount is defined, in which case it uses an estimated amount.

Payment Currency: The specified currency for a payment transaction.

Term Currency:

Accounting Flexfield: The accounting flexfields that identify the type of expense beingauthorized for payment.

Amount: The summation of all cash payments grouped by accounting flexfields. Theprogram uses actual amounts for all cash payment items unless no actual amount isdefined, in which case it uses an estimated amount.

Accounted Amount: The billing amount converted to the functional currency.

Site Total: The summation of all cash payment items, both by purposes and term typesand separately by accounting flexfields.

Rent Schedule Export ReportUse this report to review the export status of rent schedule events. For each scheduledate, the report lists:

• Approval status

Reports 9-15

• Payment period

• Lease Number

• Lease Name

• Supplier Name

• Supplier Number

• Site Code

• Actual Amount

Report Submission:


Report Parameters

Schedule Date Low: The schedule date of the item that you want to review. If you donot enter a Schedule Date High, then the report lists only the schedule date that isspecified by the Schedule Date Low. If you enter both a Schedule Date Low and aSchedule Date High, then the report lists all schedule dates that are in the specified daterange. If you enter neither a Schedule Date Low nor a Schedule Date High, then thereport lists all schedule dates for the specified leases.

Schedule Date High: The latest date in the range of schedule dates that you want toinclude in the report. If you do not enter a Schedule Date Low, then the report lists allschedule dates earlier than or the same as the Schedule Date High.

Schedule Status: The status of the schedule dates you want to review.

Export Flag: Enter Yes if you want to review scheduled payments that have beenapproved for export to Payables. Enter No if you want to review scheduled paymentsthat have not been approved for export to Payables.

Transferred Flag: Enter Yes if you want to review scheduled payments that have beentransferred to Payables. Enter No if you want to review scheduled payments thathave not been transferred to Payables.

Report Headings

Schedule Date: The date of the scheduled payment event.

Status: The current status of the scheduled payment.

Period: The name of the GL accounting period.

Lease Number: The number of the lease for which the payment event is scheduled.

Lease Name: The name of the lease for which the payment event is scheduled.

Supplier Number: The number of the supplier to whom payment is made.

Supplier Name: The name of the supplier to whom payment is made.

Site Code: The supplier site to which payment is made.

Actual Amount: The amount of the scheduled payment.

Payment Currency: The currency for a payment transaction.


Accounted Amount: The payment amount converted to the functional currency.

Rent Schedule Summary ReportUse this report to review current invoice payments due for leased facilities. The reportlists the lease, supplier information, lease address, accounting flexfields, and totalamount due. Rent schedules are ordered by rent schedule date and lease number.

Report Submission:


Report Parameters


Lease Number High: The highest lease number in the range of lease numbers that youwant to include in the report. If you do not enter a Lease Number Low, then the reportlists all rent schedules with lease numbers lower than or equal to the Lease Number High.

Schedule Date Low: The date of the rent schedules that you want to review. If you donot enter a Schedule Date High, then the report lists only the rent schedules that arespecified by the Schedule Date Low. If you enter both a Schedule Date Low and aSchedule Date High, then the report lists all rent schedules that are in the specified daterange. If you enter neither a Schedule Date Low nor a Schedule Date High, then thereport lists all rent schedules for the specified leases.

Schedule Date High: The latest date in the range of rent schedule dates that you want toinclude in the report. If you do not enter a Schedule Date Low, then the report lists allrent schedules with schedule dates earlier than or the same as the Schedule Date High.

Report Headings

Supplier Information: The name, address, and phone number of the supplier to whomthe rental payment is made.

Lease Address: The address of the building of the primary leased location.

Accounting Flexfield: The flexfields identifying the type of expense being authorizedfor payment.

Amount (by accounting flexfield): The summation of all cash payment items byaccounting flexfields. The program uses actual amounts for all cash payment itemsunless no actual amount is defined, in which case the program uses an estimated amount.

Grand Total: The summation of all amounts of all payment schedules.

Account: The accounts to which the payments are applied, for each payment schedulerange that is selected.

Amount: The total amount paid to each account for the payment schedule range that isselected.

Reports 9-17

Space Allocation ReportUse this report to review the amount of office space that is allocated to each cost centerthat has space in the locations associated with the leases you specify. For each costcenter, the report provides details of space allocation, including:

• Size of allocated usable areas.

• Size of allocated common areas.

• Allocated usable area as a percentage of the total usable area.

• Allocated common area as a percentage of the total common area.

• Total area allocated to a cost center in the location.

• Total area allocated to a cost center as a percentage of the total allocated areain the location.

• Number of employees (head count) in the location.

Report Submission


Report Parameters

Lease Number Low: The lowest lease number in the range of lease numbers you want toinclude in the report. If you do not enter a Lease Number High, then the report listsonly the space allocation for the lease specified by Lease Number Low. If you enter bothLease Number Low and Lease Number High, then the report lists all space allocationin the specified range. If you enter neither a Lease Number Low nor a Lease NumberHigh, then the report lists all space allocation for all leases.

Lease Number High: The highest lease number in the range of lease numbers that youwant to include in the report. If you do not enter a Lease Number Low, then the reportlists all space allocation for lease numbers lower than or equal to the Lease Number High.

Report Headings

Cost Center: The cost center number.

Head count: The number of employees in the cost center who occupy some allocatedspace in the location.

Allocated Usable Area: The amount of usable space allocated to a cost center.

Allocated Usable Area %: Allocated usable area expressed as a percentage of the totalallocated area.

Allocated Common Area: The amount of common space allocated to a cost center.

Allocated Common Area %: Allocated common area space expressed as a percentage ofthe total allocated area.

Total Allocated Area: Total amount of space allocated to a cost center: Allocated UsableArea plus Allocated Common Area.

Total Allocated Area %: Total amount of space allocated to a cost center expressed asa percentage of the total allocated area.


Space Utilization ReportUse this report to review space utilization summarized by lease. For each lease, themaximum and optimum occupancies, occupied workstations, vacant workstations, andvacancy percentages are listed. This report lists leases that have already commenced buthave not yet terminated. Only offices in active tenancies will be incorporated into thesummaries listed in this report.

Report Submission


Report Parameters

Lease Number Low: The lowest lease number in the range of lease numbers you want toinclude in the report. If you do not enter a Lease Number High, then the report lists onlythe space utilization for the lease specified by Lease Number Low. If you enter bothLease Number Low and Lease Number High, then the report lists all space utilization forthe leases in the specified range. If you enter neither a Lease Number Low nor a LeaseNumber High, then the report lists all space utilization for all leases.

Lease Number High: The highest lease number in the range of lease numbers thatyou want to include in the report. If you do not enter a Lease Number Low, then thereport lists all space utilization for lease numbers lower than or equal to the LeaseNumber High.

Report Headings

Lease #: The number of the lease, as assigned in the Leases window.

Name: The name of the location.

Rentable Size: The sum of the rentable sizes of all the current tenancies.

Maximum Occupancy: The sum of the maximum occupancies of all offices in thecurrent tenancies. For those offices without maximum occupancies, Oracle PropertyManager uses the optimum occupancy.

Optimum Occupancy: The sum of the optimum occupancies of all offices in the currenttenancies. For those offices without optimum occupancies, Oracle Property Manageruses the maximum occupancy.

Occupied Workstations: The total number of personnel space assignments for offices inthe current tenancies.

Vacancy at Maximum-Other: The number of vacant individual work spaces that are notassigned workstations, if the location is occupied at the maximum occupancy.

Vacancy at Maximum-Vacant Workstations: The number of vacant individual workspaces, if the location is occupied at the maximum occupancy.

Vacancy at Maximum-Vacancy: The number of vacant workstations expressed as apercentage of the maximum occupancy.

Vacancy at Optimum-Other: The number of vacant individual work spaces that are notassigned workstations, if the location is occupied at the optimum occupancy.

Vacancy at Optimum-Vacant Workstations: The number of vacant individual workspaces, if the location is occupied at the optimum occupancy.

Reports 9-19

Vacancy at Optimum-Vacancy: The number of vacant workstations expressed as apercentage of the optimum occupancy.

Non-Hdcnt Related Workstation: The number of workstations assigned to a cost centerbut not assigned to specific employees.

Space Utilization Report by FloorUse this report to review the utilization of space summarized by floor and lease. Foreach lease, the report lists all floors where offices exist in active tenancies. For eachfloor covered by a lease, the report lists:

• The amount of usable space.

• The optimum and maximum occupancies.

• The number of occupied and vacant workstations.

• The percentage of vacancies.

Report Submission:


Report Parameters


Lease Number High: The highest lease number in the range of lease numbers thatyou want to include in the report. If you do not enter a Lease Number Low, then thereport lists space utilization for all lease numbers lower than or equal to the LeaseNumber High.

Report Headings

Lease Name: The name of the lease that includes the floor on which the reportedspace is located.

Building: The name of the building that includes the floor where the reported space islocated.

Floor: The name or number of the floor where the reported space is located.

Usable Area: The total usable area of the specified floor.

Maximum Occupancy: The sum of the maximum occupancies of all offices on eachfloor. The program uses the optimum occupancy for those offices without maximumoccupancies.

Optimum Occupancy: The sum of the optimum occupancies of all offices on eachfloor. The program uses the maximum occupancy for those offices without optimumoccupancies.


Occupied Workstations: The total number of personnel space assignments for officeson each floor.

Other: The total number of spaces that have been allocated to a cost center.

Vacant Workstations: The optimum occupancy minus the number of occupiedworkstations minus the number of workstations assigned to cost centers (Other).

Vacancy at Maximum: The number of vacancies expressed as a percentage of themaximum occupancy.

Vacancy at Optimum: The number of vacancies expressed as a percentage of theoptimum occupancy.

Space Utilization Report by OfficeUse this report to review the utilization of space summarized by office. For eachlease, the report lists all offices that exist in active tenancies. The offices are listed byfloor. For each office covered by a lease, the report lists:

• The total usable space of each floor and office.

• The optimum, maximum, and actual occupancies of each floor and office.

Report Submission:


Report Parameters


Lease Number High: The highest lease number in the range of lease numbers thatyou want to include in the report. If you do not enter a Lease Number Low, then thereport lists space utilization for all lease numbers lower than or equal to the LeaseNumber High.

Report Headings

Building: The name of the building that includes the office where the reported space islocated.

Usable Area: The total usable area of each office.

Maximum Occupancy: The maximum number of employees that can occupy the office.

Optimum Occupancy: The optimum number of employees that can occupy the office.

Actual Occupancy: The number of employees assigned to the office.

Reports 9-21

Variable Format ReportsUse the Publish RX Reports concurrent program to generate an RXi report. You cangenerate an RXi report with one of the report’s default attribute sets, or with an attributeset that you defined in the Attribute Set window. The report prints according to thelayout definition of the attribute set. You can print reports in text, HTML, CSV, ortab-delimited format.

There are two steps involved in generating an RXi report:

• Run the RXi report to extract data to the temporary table.

• Run the Publish RX Reports concurrent program to print the extracted data.

The RXi report and Publish RX Reports concurrent programs can run together in onestep, depending on the setup of RXi reports and concurrent programs:

• If you run the RXi report and Publish RX Reports concurrent program together inone step, the RXi report parameters include the Publish RX Reports concurrentprogram parameters.

• If you need to run the RXi report and Publish RX Reports concurrent program in twoseparate steps, submit the RXi report to retrieve data, them submit the Publish RXReports concurrent program to print data.

Note: If you use two steps to generate the report, use the Requestwindow to obtain the request ID of the RXi report. You need to enterthe request ID to print a report that was previously run.

To generate and publish a variable format report using the one step process:1. In the Property Manager responsibility, run your RXi report using the

path: Navigator > Reports > RXi > Space for space reports, or Navigator > Reports >RXi > Lease for lease reports.

2. Select the Publish RXi report you want to run.

3. Enter the parameters in the Parameters window.

4. Choose OK.


Your one-step report will be published automatically.

Note: Two concurrent request IDs are created: one initial ID togenerate your report and a second ID to apply formatting andto publish your report.

Related TopicsUsing the RXi Reports Concurrent Program, Oracle Applications Desktop IntegratorUser's Guide

Request Center: , Oracle Financials RXi Report Administration Tool User's Guide

Common RXi Report FieldsThe following are report fields common to many Oracle Property Manager RXi reports:

1-15 Attribute Sets: Flexfield column names and definitions.


Action Due Date: The date by which the required action for the milestone must becompleted.

Action Taken: The date that an action was taken on an option. For example, the datethat a tenant notifies the landlord that he will exercise the option.

Actual Occupancy Date: The first date when the location is occupied.

Address: The address of the leased location.

Assignable Area: The area that you can assign for the lease.

Assignable Area (at office level): The area that you can assign at the office level.

Assigned Area: The area of the lease that has been assigned.

Assigned Area (at office level): The area of the office that has been assigned.

Average Annual Base Rent: Equal to the following: (summation of all payment itemsof type = base rent for the entire lease term) / (total number of months within thelease term) X (12).

Average Monthly Base Rent: Equal to the following: ( Average Annual Base Rent / 12 )

Building or Land Name: The name of the building or land.

City: The city of the leased location.

Commencement Date: The date the lease begins.

Common Area: The type of area for a shared expense, for example, lobby or parkinggarage.

Common Area (at office level): The type of office area for a shared expense.

Country: The country of the leased location.

County: The county of the leased location.

Customer Account Number: The General Ledger account to which all payments arecredited.

Customer Assigned from Date: The date on which the customer will begin occupyingthe space.

Customer Assigned to Date: The date on which the customer will stop occupyingthe space.

Customer Category: The category of the customer.

Customer Name: The name of the customer.

Customer Project Number: The project number associated with a customer.

Customer Site: The location of the customer.

Customer Task Number: The project task name associated with a customer.

Deposit: A security payment held by the lessor.

Employee Assigned from Date: The date on which the employee will begin occupyingthe space.

Employee Assigned to Date: The date on which the employee will stop occupyingthe space.

Reports 9-23

Employee Category: The employee category, such as full-time or part-time. If thisinformation exists in HRMS, the value in this field is defaulted automatically.

Employee Name: The full name of each employee on the specified floor.

Employee Number: The value in this field is defaulted automatically from HRMS.

Employee Position: This title is specific to a particular organization, for example, financemanager. If this information exists in HRMS, the value is defaulted automatically.

Employee Project Number: The project number associated with an employee. If thisinformation exists in Oracle Projects, the value is defaulted automatically.

Employee Task Number: The task number associated with the project.

Employee Type: The type of employee, as defined in HRMS.

Estimated Occupancy Date: The first date when you expect the location to be occupied.

Floor or Parcel Name: The name of the floor or parcel.

Gross Area: The gross area of the building.

Invoicing Address: The address to which invoices are sent.

Landlord Name: Name of lessor.

Landlord Site: The location or place of business of the landlord.

Lease Class: Indicates your role as it is defined in the lease, including Direct, ThirdParty, and Sub Lease.

Lease Commencement Date: The beginning date of the lease as stated in the lease.

Lease Execution Date: The date the lease was executed or signed.

Lease ID: The identification number of the lease.

Lease Milestone ID: The identification number of the lease milestone.



Lease Responsible User: The user name of the person responsible for taking actionon the lease.

Lease Status: The status of the lease, either Draft or Final.

Lease Term: The duration of the lease calculated by Property Manager, and based on thecommencement and termination dates that you enter.

Lease Termination Date: The date that the lease ends.

Lease Type: Describes how the rental amount is calculated. Three common types ofleases include: gross lease, net lease, and percentage lease.

Location Code: The location code assigned by Oracle Property Manager when youset up the location.

Location Flexfield attributes 1-15: Flexfield column names and definitions.

Location ID: A unique identifier generated from an Oracle database sequence. Thisnumber should be tagged/mapped to the vendor’s own location identifier for referenceand future updates.

Location Name: The name of the location.


Location Type: The type of space. Can be any of the following: building, floor, office,land, parcel, or section.

Maximum Occupancy: The sum of the maximum occupancies of all offices in thecurrent tenancies.

Maximum Vacancy: The difference between the maximum occupancy and the spaceutilized.

Milestone Begin Date: The first date that a notification regarding the milestone willbe generated.

Milestone Type: The milestone type describes various events that will requireaction. Some common milestone types are for insurance, lease options, and for leasepayment and billing terms.

Monthly Operating Expense: Tenant expenses that are in addition to rent. These mayinclude common expenses, insurance, and taxes.

Office or Section Name: The name of the office or section.

Optimum Occupancy: The optimum number of occupants permitted in the specifiedlocation.

Optimum Vacancy: The number of vacant individual work spaces that are not assignedworkstations, if the location is occupied at the optimum occupancy.

Option Action Date: The date by which action must be taken.

Option Area Change: The area that will be increased or decreased related to anexpansion, contraction, or must take option right.

Option Commencement Date: The date the lease option begins.

Option Comments: Any additional comments about the milestone.

Option Cost: The cost of the option, if it is exercised. Examples are $2 per squarefoot, or 95% of fair market value.

Option Currency: Currency in which the option cost is denominated.

Option Exercise Start Date: The first date that option exercise notifications can besent to the landlord.

Option Exercise End Date: The last date that option exercise notifications can be sent tothe landlord.

Option Expiry Date: The date the option expires.

Option Notice Required: Indicates if the option requires notice from one party tothe other.

Option Size: The amount of additional space that can be leased by exercising theoption, if the option is for expansion of the leased space.

Option Status: The current status of the option. Examples include: Exercised, NotExercised, or No Action.

Option Term: The length of the option term in your company’s time units.

Option Type: Type of option right. For example, right to sublease or roof rights.

Property Code: An abbreviation of the property name. For example, HQ.

Property Name: The unique property name. For example, Headquarters.

Reports 9-25

Province: The province where the building or land is located.

Reference: The paragraph in the lease that references the terms of this right.

Region: The name of the region.

Remaining Lease Liability: The amount of free rent liability, calculated for each rentalperiod, showing the cumulative effect of rent adjustments on free rent liability.

Rent Per Rentable Area: Rent divided by the rentable area of the location.

Rentable Area: The rentable area of the location.

Rentable Area (at office level): The rentable area at the office level.

Space Function: The anticipated use of the leased space, for example retail space oroffice space.

Space Standard: Property Manager measures gross area only for Land and Buildings, asa part of IFMA Space Measurement Standard.

Space Type: The type of space. For example, File Room.

State: The state where the service provider is located.

Tenure: Indicates whether the property is leased, managed, mixed, or owned.

Termination Date: The last date of the lease term. It defaults to the termination dateof the lease, but can be overridden. This is the last date by which rent increases canbe evaluated.

Total Lease Liability: The sum of all payment types of base rent and operating expenses.

UOM Code: The unit of measurement code that is used for area and capacity.

Usable Area: The total usable area that can be utilized.

Usable Area (at office level): The amount of usable space in the employee’s office.

Utilized: The number of people occupying the space. Equals assignable area lessassigned area.

Vacant Area: The total area that is not leased and available to tenants.

Vacant Area (at office level): The total office area that is not leased and available totenants.

Zip Code: The zip code of the location.

Property Manager RXi Reports

RXi: Space Utilization by Location ReportUse this report to review space utilization information for selected ranges of locations.

Report Submission

Use the Report Exchange Designer responsibility to select the displayed columns andheadings you want to appear on your report. You submit this RXi report from the SubmitRequest window, using the path: Navigator > Reports > RXi > Space.

See: Variable Format Reports, page 9-22


Report Parameters

Property Code Low: The lowest property code in the range you want to include inyour report.

Property Code High: The highest property code in the range you want to include inyour report.

Location Code Low: The lowest location code in the range you want to include inyour report.

Location Code High: The highest location code in the range you want to include inyour report.

Location Type: The type of location. Choices are Building, Floor, Office, Land, Parcel, andSection.

As of Date: The effective date of the report, and the last date to which utilization data isincluded for the selected locations.

Report Fields Available

Assignable Area, Assigned Area, Common Area, Location Code, Location Flexfieldattributes 1-15, Location Name, Location Type, Maximum Occupancy, MaximumVacancy, Optimum Occupancy, Optimum Vacancy, Property Code, Rentable Area, SpaceFunction, Space Standard, Space Type, Usable Area, Utilized, Vacant Area.

RXi: Space Utilization by Lease ReportUse the Space Utilization by Lease report to review space utilization for selectedranges of leases.

Report Submission



Report Parameters

Lease Number Low: The lowest lease number in the range you want to include inyour report.

Lease Number High: The highest lease number in the range you want to include inyour report.

As of Date: The effective date of the report.


Assignable Area, Assigned Area, Commencement Date, Common Area, LeaseName, Lease Number, Location Flexfield attributes 1-15, Location Name, LocationType, Maximum Occupancy, Maximum Vacancy, Optimum Occupancy, OptimumVacancy, Rentable Area, Space Function, Space Standard, Space Type, TerminationDate, Usable Area, Utilized, Vacant Area

Reports 9-27

RXi: Space Assignment by Location ReportUse the Space Assignment by Location report to review space assignment informationfor selected ranges of locations.

Report Submission



Report Parameters

Property Code Low: The lowest property code in the range you want to include inyour report.

Property Code High: The highest property code in the range you want to include inyour report.



Location Type: The type of location. Choices are Building, Floor, Office, Land, Parcel, andSection.


Report Type: The type of report. Choices are All, Employee, and Customer.


Assignable Area (at office level), Assigned Area (at office level), Common Area (at officelevel), Customer Account Number, Customer Assigned from Date, Customer Assignedto Date, Customer Category, Customer Name, Customer Project Number, CustomerSite, Customer Task Number, Employee Assigned from Date, Employee Assignedto Date, Employee Category, Employee Name, Employee Number, EmployeePosition, Employee Project Number, Employee Task Number, Employee Type, LocationCode, Location Name, Location Type, Property Code, Property Name, Rentable Area(at office level), Space Function, Space Standard, Space Type, Usable Area (at officelevel), Vacant Area (at office level)

RXi: Space Assignment by Lease ReportUse the Space Assignment by Lease report to review space assignment information forselected ranges of leases.

Report Submission




Report Parameters




Report Type: The type of report. Choices are All, Employee, and Customer.


Assignable Area, Assigned Area, Building / Land Name, CommencementDate, Common Area, Customer Account Number, Customer Assigned fromDate, Customer Assigned to Date, Customer Category, Customer Name, CustomerProject Number, Customer Site, Customer Task Number, Employee Assigned fromDate, Employee Assigned to Date, Employee Category, Employee Name, EmployeeNumber, Employee Position, Employee Project Number, Employee TaskNumber, Employee Type, Floor / Parcel Name, Lease Name, Lease Number, LocationFlexfield attributes 1-15, Location Name, Location Type, Property Name, RentableArea, Space Function, Space Standard, Space Type, Termination Date, Usable Area,Vacant Area

RXi: Lease Options ReportUse the Lease Options report to review lease options information for selected ranges ofleases.

Report Submission

Use the Report Exchange Designer responsibility to select the displayed columns andheadings you want to appear on your report. You submit this RXi report from the SubmitRequest window, using the path: Navigator > Reports > RXi > Lease.


Report Parameters





Lease Responsible User: The user name of the responsible person for which theaccounting information will be reported.

Option Type: The type of option. Some examples of option types arerenewal, purchase, and early termination.

Exercise Window Term From: The first date the option can be exercised.

Exercise Window Term To: The last date the option can be exercised.

Reports 9-29

Lease Termination From: The beginning date of the range of terminated leases youwant to include in your report.

Lease Termination To: The ending date of the range of terminated leases you want toinclude in your report.


1-15 Attribute Sets, Actual Occupancy Date, Address, Building or LandName, City, Country, County, Estimated Occupancy Date, Floor or Parcel Name, GrossArea, Lease Class, Lease Commencement Date, Lease Execution Date, Lease ID, LeaseName, Lease Number, Lease Responsible User, Lease Status, Lease Term, LeaseTermination Date, Lease Type, Location Code, Location ID, Location Name, LocationType, Office or Section Name, Option Action Date, Option Area Change, OptionCommencement Date, Option Comments, Option Cost, Option Currency, OptionExercise End Date, Option Exercise Start Date, Option Expiry Date, Option ID, OptionNotice Required, Option Size, Option Status, Option Term, Option Type, PropertyName, Province, Reference, Region, Rentable Area, Space Function, State, Tenure, UOMCode, Usable Area, Zip Code

RXi: Milestone ReportUse the Milestones report to review milestone information for selected ranges of leases.

Report Submission



Report Parameters







Milestone Responsible User: The user name of the responsible person for which theaccounting information will be reported.

Action Due Date From: The beginning date of the range of valid action dates withinwhich the option is active.


Action Due Date To: The ending date in the range of valid action dates within which theoption is active.

Milestone Type: The user-defined lookups used to address the various lease events thatwill require action. Select milestone types to list in the report output.


1-15 Attribute Sets, Action Due Date, Action Taken, Actual OccupancyDate, Address, Building or Land Name, City, Country, County, Estimated OccupancyDate, Floor or Parcel Name, Gross Area, Lease Class, Lease CommencementDate, Lease Execution Date, Lease ID, Lease Milestone ID, Lease Name, LeaseNumber, Lease Responsible User, Lease Status, Lease Term, Lease TerminationDate, Lease Type, Location Code, Location ID, Location Name, LocationType, Milestone Begin Date, Milestone Type, Office or Section Name, PropertyName, Province, Region, Rentable Area, Space Function, State, Tenure, Usable Area,Zip Code

RXi: Rent Roll and Lease Expiration ReportUse the Rent Roll and Lease Expiration report to review rent roll and lease expirationinformation for selected ranges of leases.

Report Submission



Report Parameters



Lease Type: Indicates how rent is calculated. Some common lease types arepercentage, gross, and net leases.





Lease Status: Indicates if the lease information is in draft or final form.

Lease Responsible User: The user name of the responsible person for which theaccounting information will be reported.

Reports 9-31


1-15 Attribute Sets, Actual Occupancy Date, Address, Average Annual BaseRent, Building or Land Name, City Country, County, Deposit, Estimated OccupancyDate, Floor or Parcel Name, Gross Area, Invoicing Address, Landlord Name, LandlordSite, Lease Class, Lease Commencement Date, Lease Execution Date, Lease ID, LeaseMilestone ID, Lease Name, Lease Number, Lease Responsible User, Lease Status, LeaseTerm, Lease Termination Date, Lease Type, Location Code, Location ID, LocationName, Location Type, Average Monthly Base Rent, Monthly Operating Expense, Officeor Section Name, Property Name, Province, Region, Remaining Lease Liability, RentPer Rentable Area, Rentable Area, Space Function, State, Tenant Name, TenantSite, Tenure, Total Lease Liability, Usable Area, Zip Code


10Property Manager Open Interfaces

Property Manager Open InterfacesYou can use the space open interface to extract employee space assignment data andspace definition data from vendors’ applications, and import this data into PropertyManager. You can also export data from Property Manager into vendors’ applications.

This section includes the following topics:

• Exporting Location Information, page 10-1

• Submitting the Export to CAD Interface Process, page 10-1

Related TopicsProperty Manager Open Interface Tables, page 10-3

Computer-Assisted Facilities Management, page 5-13

Exporting Location InformationUse the Export to CAD Interface concurrent process to export location or spaceassignment information from Oracle Property Manager to computer-assisted design(CAD) or computer-assisted facilities management (CAFM) vendors.

Submitting the Export to CAD Interface Process

To export data to a CAD or CAFM application:

1. Navigate to the Export to CAD window.

Property Manager Open Interfaces 10-1

2. Enter the batch name and select a Location Type.

3. In the Location Code fields enter a range of location codes for which thelocation/space assignment information should be exported.

4. In the Last Update fields, specify the range of last update dates.

5. Enter the As Of Date if exporting space assignments

Note: This field is required when exporting space assignments.

6. Choose the Export button.

Importing Property InformationUse the Import from CAD concurrent process to import employee space assignmententries or location records into Oracle Property Manager. You can create, update, ordelete employee space assignments in Oracle Property Manager. You can also usethe Import from CAD concurrent process to import locations or change the dates ofexisting locations.

Submitting the Import from CAD Process

To submit the Import from CAD process:

1. From the Navigator, choose Open Interfaces, Locations and Space Allocation, andImport to display the Import from CAD window.

2. Choose whether to import Locations or Space Allocations.


3. Enter a batch name.

4. Choose Import.

Purge Open Interface TablesUse the Purge Open Interface Tables concurrent process after you submit the Export toCAD Interface/Import from CAD concurrent process. This program purges recordsfrom the Property Manager open interface tables PN_SPACE_ASSIGN_ITF andPN_LOCATIONS_ITF.

You submit this process from the Submit Request window. See: Submitting StandardReports, page 9-1.

Selected Parameters

Purge. Choose the type of data you want to purge:

• A: Locations and Space Assignments

• L: Locations Only

• S: Space Assignments Only

This parameter is required.

Batch Name. Choose a batch name for the data to be purged.

Integration with eAM Property ManagerThe Property Manager and eAM integration enables eAM assets to correspond withlocations defined in Property Manager. The information transferred from PropertyManager are the three-level land or building hierarchies, and the associated LocationCodes within Property Manager. See: Overview of eAM Property Manager, Overview ofeAM Property Manager

Property Manager Open Interface TablesThe Property Manager Open Interface tables store location and space assignmentinformation. The Export to CAD Interface concurrent process allows you to exportlocation or employee space assignment information from Oracle Property Manager. TheImport from CAD process allows you to import employee space assignment informationinto Property Manager.

This section includes the following topics:

• Understanding the Property Manager Open Interface Tables, page 10-3

• Property Manager Open Interface Table Descriptions, page 10-4

Understanding the Property Manager Open Interface TablesUse the Export to CAD Interface window, or SQL*Loader to load location and employeespace assignment information into the following interface tables: PN_LOCATIONS_ITFand PN_EMP_SPACE_ASSIGN_ITF. The Export to CAD Interface process validateseach record you select for export, and if the data is valid, then the concurrent requestcompletes successfully with relevant data populated into the open interface tables.


Use the Import from CAD window to load space assignment information intothe PN_EMP_SPACE_ASSIGN_ITF interface table and location information intoPN_LOCATIONS_ITF.

NOT NULL Columns

You must enter values for all NOT NULL columns in the interface tables to successfullysave your property data in the interface tables. If you do not enter a value in a NOTNULL column, then you cannot save the record in the interface table.

Required Columns

If you do not enter a valid value in a Required field, then the record will be rejectedduring import.

NULL Columns

Leave these columns null.

Conditionally Required Columns

Property Manager requires you to enter values in a conditionally required column onlyif you have entered a value in another column on which the conditionally requiredcolumn is dependent.

Optional Columns

You can use some columns in the interface tables to import additional information.

Property Manager Open Interface Table DescriptionsThe following sections list the columns in the Property Manager Open Interface tablesand indicate which columns require values for importing and exporting informationto and from Property Manager. See also: Table Definitions (Oracle Property ManagerTechnical Reference Manual).

Although columns are validated against columns in other tables, the tables have noforeign key relationships.

Property Manager includes the following interface tables:

• PN_LOCATIONS_ITF, page 10-4

• PN_EMP_SPACE_ASSIGN_ITF, page 10-20

• PN_VOL_HIST_BATCH_ITF, page 10-27

• PN_VOL_HIST_LINES_ITF, page 10-30

• PN_REC_EXP_ITF, page 10-34

PN_LOCATIONS_ITFThe following table lists column names, type, and requirements for thePN_LOCATIONS_ITF table.


Column Name Null Type Comments

BATCH_NAME Not Null VARCHAR2(30) Required. Enter aunique batch name.

ENTRY_TYPE Not Null VARCHAR2(1) Required. Enter typeof entry.

LOCATION_ID Not Null NUMBER Required. LOCATION_ID is a uniqueidentifier generatedfrom an Oracledatabase sequence.This number shouldbe tagged/mappedto the vendor’s ownlocation identifier forreference and futureupdates.

LOCATION_TYPE_LOOKUP_ CODE

Not Null VARCHAR2(30) Required. Has aset of three values:Building, Floor,and Office, fromthe system-definedlookup code PN_LOCATION_TYPE.

LOCATION_CODE Not Null VARCHAR2(90) Required. This isa mandatory user-entered value that actsas a unique identifierfor any locationdefined in OracleProperty Manager.

BUILDING VARCHAR2(30) Conditionallyrequired. Buildingname if the LOCATION_TYPE_LOOKUP_CODE is BUILDING. Otherwise, thiscolumn should be leftnull.

FLOOR VARCHAR2(30) Conditionallyrequired. Floor nameif the LOCATION_TYPE_LOOKUP_CODEis FLOOR. Otherwise,this column should beleft null.



OFFICE VARCHAR2(30) Conditionallyrequired. Office nameif the LOCATION_TYPE_LOOKUP_CODE is OFFICE’.Otherwise, thiscolumn should beleft null.

LEASE_OR_OWNED VARCHAR2(30) Optional. Enter L forleased, O for owned,MI for mixed, andMG for managed,from the systemdefined lookup codePN_LEASED_OR_OWNED.

ADDRESS_LINE1 VARCHAR2(240) Optional. Address.




COUNTY VARCHAR2(60) Optional. Countyname.

CITY VARCHAR2(60) Optional. City name.

STATE VARCHAR2(60) Optional. Can useindustry standardabbreviation (forexample, CA forCalifornia).

PROVINCE VARCHAR2(60) Optional. Provincename.

ZIP_CODE VARCHAR2(60) Optional. Zip code.

COUNTRY VARCHAR2(60) Optional. Countryname.

ADDRESS_STYLE VARCHAR2(30) Conditionallyrequired. Used asa context value forthe Flexible AddressFormat descriptiveflexfield.



MAX_CAPACITY NUMBER Optional. It is themaximum capacityrecommended for agiven location. Thefollowing validationcheck is performedduring the import/export process:

- The maximumcapacity shouldbe greater than orequal to the optimumcapacity.

OPTIMUM_CAPACITY

NUMBER Optional. It is theoptimum capacityrecommended for agiven location. Thefollowing validationchecks are performedduring the import/export process:

- The optimumcapacity should notbe greater than themaximum capacity.

RENTABLE_AREA NUMBER Optional. If thecolumn is notnull, PropertyManager performs thefollowing validation:

- Rentable area shouldbe greater than orequal to the usablearea.

USABLE_AREA NUMBER Optional. If thecolumn is notnull, PropertyManager performs thefollowing validations:

- Usable area shouldbe greater than orequal to the assignablearea.

- Usable area cannotbe greater thanrentable area

ALLOCATE_COST_CENTER_CODE

VARCHAR2(30) Optional. The costcenter to which thelocation is assigned.



UOM_CODE VARCHAR2(3) Optional. The unitof measure used tocalculate the area ofthis location. Thevalue is derivedfrom the lookupcode column inFND_LOOKUPSwhere lookup_type= PN_UNITS_OF_MEASURE.

PARENT_LOCATION_ID

NUMBER Conditionallyrequired. Identifiesthe parent location.The data element isnull for a buildingrow. The LOCATION_ID of thebuilding row ispopulated for thefloor row within thebuilding. The LOCATION_ID of the floorrow is populated forthe office row withinthat floor.

LAST_UPDATE_DATE

Not Null DATE Conditionallyrequired. OracleStandard Whocolumn. PropertyManager validatesif the row is of typeU. In those cases, theLAST_UPDATE_DATE is required.Otherwise, it shouldbe left null.

NEW_ACTIVE_START_DATE

DATE Optional. To changethe active start dateof a location via theLocations Interface,you must first providethe original LocationID, Active StartDate, and the ActiveEnd Date in theappropriate columnsof the interface tablebefore you populatethe new active startdate in this column.



NEW_ACTIVE_END_DATE

DATE Optional. To changethe active end dateof a location via theLocations Interface,you must first providethe original LocationID, Active StartDate, and the ActiveEnd Date in theappropriate columnsof the interface tablebefore you populatethe new active enddate in this column.

LAST_UPDATE_LOGIN

NUMBER Oracle Standard Whocolumn.

CREATED_BY NUMBER Oracle Standard Whocolumn. Populatedonly during export.

LAST_UPDATED_BY NUMBER Oracle Standard Whocolumn. Populatedonly during export.

ATTRIBUTE_CATEGORY

VARCHAR2(30) Optional. DescriptiveFlexfield. Thesevalues, along withflexfield values fromATTRIBUTE 1-15, areused to populatePN_LOCATIONS.

ATTRIBUTE[1-15] VARCHAR2(150) Optional. Descriptiveflexfield.

ADDR_ATTRIBUTE_CATEGORY

VARCHAR2(30) Optional. DescriptiveFlexfield. Thesevalues, along withflexfield valuesfrom ADDR_ATTRIBUTE 1-15, are usedto populate PN_ADDRESSES.

ADDR_ATTRIBUTE[1-15]

VARCHAR2(150) Optional. Descriptiveflexfield.

TRANSFERRED_TO_CAD

VARCHAR2(1) Y- Indicates thatthe record wastransferred fromProperty Manager toa CAFM vendor.



TRANSFERRED_TO_PN

VARCHAR2(1) Y- Indicates that therecord was transferredfrom a CAFM vendorto Property Manager.

ERROR_MESSAGE VARCHAR2(240) Used by the PropertyManager Import/Export programs toindicate validations orother errors.

SOURCE VARCHAR2(80) Required, validated.Indicates a CAFMvendor or othersource (such as aspreadsheet). Thisvalue should beone from the userdefinable lookupPN_SOURCE.

REQUEST_ID NUMBER Keeps track of theconcurrent requestduring which thisrow was created orupdated.

PROGRAM_APPLICATION_ID

NUMBER The PROGRAM_APPLICATION_ID, along with thePROGRAM_ID,keeps track of whichconcurrent programcreated or updatedeach row.

PROGRAM_ID NUMBER The PROGRAM_ID, along with thePROGRAM_APPLICATION_ID,keeps track of whichconcurrent programcreated or updatedeach row.

PROGRAM_UPDATE_DATE

DATE Stores the date onwhich the concurrentprogram created orupdated the row.



SPACE_TYPE_LOOKUP_CODE

VARCHAR2(30) Conditionallyrequired, validated.Defines how the spaceis being utilized. Thisis a user definablevalue and shouldbe synchronizedwith both PropertyManager and thevendor application.The value must benull or an existingvalue from the userdefined lookup PN_SPACE_TYPE.

GROSS_AREA NUMBER Optional. Buildinggross area. User-entered optional, non-validated field.

ASSIGNABLE_AREA NUMBER Optional. If thecolumn is notnull, PropertyManager performs thefollowing validation:

- The assignable areacannot be greater thanthe usable area.

CLASS VARCHAR2(30) Optional. Userdefined buildingclass. The value mustbe null or an existingvalue from the userdefined lookup PN_CLASS_TYPE.

STATUS_TYPE VARCHAR2(30) Optional. Userdefined status typedefined at the buildinglevel. Must be a validvalue from the userdefined lookup PN_STATUS_TYPE.

SUITE VARCHAR2(30) Optional. Suite name.

COMMON_AREA NUMBER Optional. Commonarea.

COMMON_AREA_FLAG

VARCHAR2(1) Optional. Y - indicatesthat the space definedis a common area.


BATCH_NAME

Enter the name of the batch. The interface program looks for this column in the table toselect the records that need to be processed.

Validation: None

Destination: None

ENTRY_TYPE

Specify the type of the entry being made.

Validation: Value must be one of the following:

A: Add (create a new row - used when adding a newlocation)

R: Replace (replace the existing row value only if the columnin the interface table is not null - used when changingonly selected location data)

U: Update (update the existing row value with the nullor non-null interface table column value - used whenchanging all location data)

Destination: None

LOCATION_ID

Internal identifier for the location, generated from an Oracle database sequence. Thisshould be mapped or tagged to the vendor’s own location identifier for reference andsubsequent updates to the location record.

Validation: If the ENTRY_TYPE is U or D, then the ID you entermust be for an existing, valid location, present inPN_LOCATIONS.LOCATION_ID. If the ENTRY_TYPE isA, then the ID must be unique and must not be present inPN_LOCATIONS.LOCATION_ID.

Destination: PN_LOCATIONS.LOCATION_ID

LOCATION_TYPE_LOOKUP_CODE

Specify the type of location, for example, building, floor, office, land, parcel, or section.

Validation: The value must be a valid value present in the systemdefined lookup code, PN_LOCATION_TYPES.

Destination: PN_LOCATIONS.LOCATION_TYPE_ LOOKUP_CODE

LOCATION_CODE

Enter the location code. This is a system generated unique value for every locationdefined in Oracle Property Manager.

Validation: If the ENTRY_TYPE is U or D, then the code you entermust be for an existing, valid location, present inPN_LOCATIONS.LOCATION_CODE. If the ENTRY_TYPEis A, then the code must be unique and must not be presentin PN_LOCATIONS.LOCATION_CODE.


Destination: PN_LOCATIONS.LOCATION_CODE

BUILDING

Enter the name of the building or land.

Validation: None

Destination: PN_LOCATIONS.BUILDING

FLOOR

Enter the name of the floor or parcel.

Validation: None

Destination: PN_LOCATIONS.FLOOR

OFFICE

Enter the name of the office or section.

Validation: None

Destination: PN_LOCATIONS.OFFICE

LEASED_OR_OWNED

Enter the tenure of the location. Default to Leased.

Validation: The value must be a valid one from the system definedlookup code PN_LEASED_OR_OWNED. The pre-seededvalues are Leased, Managed, Mixed, and Owned.

Destination: PN_LOCATIONS.LEASED_OR_OWNED.

ADDRESS_LINE1

Enter the address of the building or land.

Validation: None

Destination: PN_ADDRESSES.ADDRESS_LINE1

ADDRESS_LINE2


Validation: None


ADDRESS_LINE3


Validation: None


ADDRESS_LINE4



Validation: None


COUNTY

Enter the county of the building or land.

Validation: None

Destination: PN_ADDRESSES.COUNTY

CITY

Enter the city of the building or land.

Validation: None

Destination: PN_ADDRESSES.CITY

STATE

Enter the state of the building or land.

Validation: None

Destination: PN_ADDRESSES.STATE

PROVINCE

Enter the province of the building or land.

Validation: None

Destination: PN_ADDRESSES.PROVINCE

ZIP_CODE

Enter the zip code of the building or land.

Validation: None

Destination: PN_ADDRESSES.ZIP_CODE

COUNTRY

Enter the country where the building or land is located.

Validation: Must be populated only for land and buildings. Thevalue must be a valid value in the system-defined lookupcode, FND_TERRITORIES.

Destination: PN_ADDRESSES.COUNTRY

ADDRESS_STYLE

Used as a context value for the flexible address format descriptive flexfield.

Validation: None

Destination: PN_ADDRESSES.ADDRESS_STYLE


MAX_CAPACITY

Enter the maximum capacity of the location.

Validation: The maximum capacity of a location must always begreater than or equal to its optimum capacity. This fieldmust be populated only for Office and Section. This valuerolls up for Buildings, Land, Floors, and Parcels, andtherefore, cannot be entered for them.

Destination: PN_LOCATIONS.MAX_CAPACITY

OPTIMUM_CAPACITY

Enter the optimum capacity of the location.

Validation: The optimum capacity of a location must always be lessthan or equal to its maximum capacity. This field mustbe populated only for Office and Section. This value isrolled up for Buildings, Land, Floors, and Parcels, andtherefore, cannot be entered for them.

Destination: PN_LOCATIONS.OPTIMUM_CAPACITY

RENTABLE_AREA

Enter the rentable area of the location. The rentable area is captured in both IFMA andBOMA space measurement standards.

Validation: The rentable area of a location must always be less than orequal to its gross area, and greater than or equal to its usablearea. This field must be populated only for Office andSection. This value rolls up for Buildings, Land, Floors, andParcels and therefore, must not be entered for them.

Destination: PN_LOCATIONS.RENTABLE_AREA

USABLE_AREA

Enter the usable area of the location. The usable area is captured in both IFMA andBOMA space measurement standards.

Validation: The usable area of a location must always be less thanor equal to its rentable area and greater than or equalto its assignable area. This field must be populatedonly for Office and Section. This value is rolled up forBuildings, Land, Floors, and Parcels and therefore mustnot be entered for them.

Destination: PN_LOCATIONS.USABLE_AREA


Enter the cost center to which the location is allocated.

Validation: None

Destination: PN_LOCATIONS.ADDRESS_STYLE


UOM_CODE

Enter the unit of measure code. Oracle seeded examples are SFT (square feet), SYD(square yards), and SMT (square meters).

Validation: The value must be a valid value present in thesystem-defined lookup code, PN_UNITS_OF_MEASURE.

Destination: PN_LOCATIONS.UOM_CODE

PARENT_LOCATION_ID

Enter the ID of the parent location. In Property Manager, Building is the parent ofFloor, and Floor is the parent of Office. Land, Parcel, and Section have a similarparent-child relationship. Also, Land and Buildings are considered children ofProperty. For example, the PARENT_LOCATION_ID of a floor will be that of theparent building.

Validation: The PARENT_LOCATION_ID you enter must belong to avalid location, which is a parent of the current location, andmust be present either in PN_LOCATIONS.LOCATION_IDor in PN_LOCATIONS_ITF.LOCATION_ID.

Destination: PN_LOCATIONS.PARENT_LOCATION_ID

LAST_UPDATE_DATE

An Oracle Standard Who column. Enter the last update date for this record. PropertyManager uses this date for reference and audit purposes only.

Validation: Must be in valid date format. Must be populated only ifENTRY_TYPE is U. Must be left null in all other cases.

Destination: None

NEW_ACTIVE_START_DATE

This is an Oracle Standard Who column.

Validation: When the start date is updated from the interface table, theimport program validates for location overlaps, locationgaps, and active tenancies dates.

Destination: PN_LOCATIONS.ACTIVE_START_DATE

NEW_ACTIVE_END_DATE


Validation: When the end date is updated from the interface table, theimport program validates for location overlaps, locationgaps, and active tenancies dates.

Destination: PN_LOCATIONS.ACTIVE_END_DATE

LAST_UPDATE_LOGIN


Validation: This column must be left null.

Destination: None


CREATED_BY



Destination: None

LAST_UPDATED_BY



Destination: None

ATTRIBUTE_CATEGORY

Enter the descriptive flexfield category for the descriptive flexfield information youwant to import.

Validation: None

Destination: PN_LOCATIONS.ATTRIBUTE_CATEGORY

ATTRIBUTE[1-15]

Enter descriptive flexfield information that you want to import. The structure of theinformation you enter in these columns ( data types, value sets) must match the structureof the descriptive flexfield segments you have defined for your properties and/orsites, or you will experience validation problems when you try to access the informationin the location windows.

Validation: None

Destination: PN_LOCATIONS.ATTRIBUTE[1-15]

ADDR_ATTRIBUTE_CATEGORY

Enter the descriptive flexfield category for the descriptive flexfield information youwant to import for the location address.

Validation: None

Destination: PN_ADDRESSES.ATTRIBUTE_CATEGORY

ADDR_ATTRIBUTE[1-15]

Enter descriptive flexfield information that you want to import for the locationaddress. The structure of the information you enter in these columns (data types, valuesets) must match the structure of the descriptive flexfield segments you have defined foryour addresses, or you will experience validation problems when you try to access theinformation using the forms.

Validation: None

Destination: PN_ADDRESSES.ATTRIBUTE[1-5]

TRANSFERRED_TO_CAD

A flag specifying if the record was transferred from Property Manager to a CAFM vendor.



Destination: None

TRANSFERRED_TO_PN

A flag specifying if the record was transferred from a CAFM vendor to Property Manager.


Destination: None

ERROR_MESSAGE

Used by Property Manager Import/Export programs to indicate validation or othererrors encountered while running the program, in conjunction with ERROR_CODE.


Destination: None

SOURCE

Indicates a CAFM vendor or other source (such as a spreadsheet).

Validation: The value must be a valid value present in the user definedlookup code, PN_SOURCE.

Destination: PN_LOCATIONS.SOURCE

REQUEST_ID

Keeps track of the concurrent request during which this row was created or updated.


Destination: None


Keeps track of information about the concurrent program that created or updated eachrow, in conjunction with the PROGRAM_ID.


Destination: None

PROGRAM_ID

Keeps track of information about the concurrent program that created or updated eachrow, in conjunction with the PROGRAM_APPLICATION_ID.


Destination: None

PROGRAM_UPDATE_DATE

Stores the date on which the concurrent program created or updated the row.


Destination: None


SPACE_TYPE_LOOKUP_CODE

Used to track how the space is being utilized.

Validation: The value must be a valid value present in the user definedlookup code, PN_SPACE_TYPE_LOOKUP_CODE.

Destination: PN_LOCATIONS.SPACE_TYPE_LOOKUP_ CODE

GROSS_AREA

Enter the gross area of the location. Property Manager measures gross area only for Landand Buildings, as a part of IFMA Space Measurement Standard.

Validation: Must be entered only if the location_type_lookup_code isLAND or BUILDING. Also, when populated, the Gross Areamust always be greater than or equal to the rentable area.

Destination: PN_LOCATIONS.GROSS_AREA

ASSIGNABLE_AREA

Enter the assignable area of the location. The assignable area is captured only by IFMASpace Measurement Standard.

Validation: The assignable area of a location must always be less thanor equal to its usable area. This field must be populatedonly for Office and Section. This value rolls up forBuildings, Land, Floors, and Parcels and hence must not beentered for them.

Destination: PN_LOCATIONS.ASSIGNABLE_AREA

CLASS

Used to categorize real estate (such as office building).

Validation: Must be a valid value in PN_CLASS_TYPE

Destination: PN_LOCATIONS.CLASS

STATUS_TYPE

Indicates whether the location is active or inactive.

Validation: Must be either A (active) or I (inactive).

Destination: PN_LOCATIONS.STATUS

SUITE

Enter the suite information for an office.

Validation: Must be populated only if LOCATION_Type_LOOKUP_CODE is office. The value must be a valid value present inthe user defined lookup code, PN_SUITES.

Destination: PN_LOCATIONS.SUITE


COMMON_AREA

Enter the common area of the location. The common area is captured only by IFMASpace Measurement Standard.

Validation: The common area of a location must always be less thanor equal to its usable area. This field must be populatedonly for Office and Section. This value rolls up forBuildings, Land, Floors, and Parcels, and therefore, mustnot be entered for them.

Destination: PN_LOCATIONS.COMMON_AREA

COMMON_AREA_FLAG

If the value is Y, then the office/section being defined is a common area and theCOMMON_AREA field becomes mandatory. If the value is N, then the office/sectionbeing defined is not a common area and ASSIGNABLE_AREA field becomesmandatory. The default is N.

Validation: None

Destination: PN_LOCATIONS.COMMON_AREA_FLAG

PN_EMP_SPACE_ASSIGN_ITFThe following table lists column names, type, and requirements for thePN_EMP_SPACE_ASSIGN_ITF table.


BATCH_NAME Not Null VARCHAR2(30) Required. Enter aunique batch name.

ENTRY_TYPE Not Null VARCHAR(1) Required. Enter typeof entry.

COST_CENTER_CODE

VARCHAR2(30) Conditionallyrequired. This isthe cost center of theemployee or for thatspace assignment.

LOCATION_ID Not Null NUMBER Required. A uniqueidentifier generatedfrom an Oracledatabase sequence,which ties a locationto an employee or acost center.



ALLOCATED_AREA NUMBER Conditionallyrequired. If theAutomatic SpaceAllocation optionis set to YES, thenthis is a calculatedfield, which equalsthe usable area / totalnumber of spaceassignments. If theAutomatic SpaceAllocation option isset to NO, then, this isa user-entered numberthat is a required fieldand must be equalto or less than theamount of the vacantarea for that location.

EMPLOYEE_SPACE_ASSIGN_ID

NUMBER Required. This is aunique identifier forthe employee.

PERSON_ID NUMBER Conditionallyrequired


VARCHAR2(30) The cost center towhich the location isassigned.

LAST_UPDATE_DATE

Not Null DATE Conditionallyrequired. OracleStandard Whocolumn. Validation isdone if the row is oftype U. In those cases,a LAST_UPDATE_DATE is required.Otherwise, it shouldbe left NULL.

CREATION_DATE Not Null DATE Required. OracleStandard Whocolumn.

LAST_UPDATE_LOGIN

NUMBER Required. OracleStandard Whocolumn.

CREATED_BY Not Null NUMBER Required. OracleStandard Whocolumn.

LAST_UPDATED_BY Not Null NUMBER Oracle Standard Whocolumn.



ATTRIBUTE_CATEGORY

VARCHAR2(30) Optional. Descriptiveflexfield. Along withATTRIBUTE 1-15,Property Manageruses these flexfieldvalues to populatePN_LOCATIONS.

ATTRIBUTE[1-15] VARCHAR2(150) Optional. Descriptiveflexfield.

TRANSFERRED_TO_CAD

VARCHAR2(1) Optional. Y- indicatesthat the record wastransferred fromProperty Manager toa CAFM vendor.

TRANSFERRED_TO_PN

VARCHAR2(1) Optional. Y- indicatesthat the record wastransferred from aCAFM vendor toProperty Manager.

ERROR_MESSAGE VARCHAR2(240) Optional. Used byProperty ManagerImport/Exportprograms to indicatevalidations or othererrors.

SOURCE VARCHAR2(80) Required, validated.Indicates a CAFMvendor or othersource (such as aspreadsheet). Thisvalue should beone from the user-definable lookupPN_SOURCE.

REQUEST_ID NUMBER Keeps track of theconcurrent requestduring which thisrow was created orupdated.


NUMBER Along withPROGRAM_ID,keeps track of whichconcurrent programcreated or updatedeach row.



PROGRAM_ID NUMBER Along withPROGRAM_APPLICATION_ID,keeps track of whichconcurrent programcreated or updatedeach row.

PROGRAM_UPDATE_DATE

DATE Stores the date onwhich the concurrentprogram created orupdated the row.

UTILIZED_AREA NUMBER Required. Thenumber of occupantsin this location.

EMP_ASSIGN_START_DATE

DATE Optional. Theassignment start date.

EMP_ASSIGN_END_DATE

DATE Optional. Theassignment end date.

BATCH_NAME

Enter the name of the batch. The interface program looks for this column in the table toselect the records that need to be processed.

Validation: None

Destination: None

ENTRY_TYPE

Specify the type of the entry being made.

Validation: The value must be one of the following:

A: Add (Create a new row)

U: Update (Modify an existing row)

D: Delete (Delete an existing row)

Destination: None

COST_CENTER_CODE

Enter the cost center of the employee who is being assigned.

Validation: The COST_CENTER_CODE you enter must be for anexisting one present in COST_CENTER_CODE, definedin Oracle HR.

Destination: PN_SPACE_ASSIGN_EMP.COST_CENTER_CODE

LOCATION_ID

Enter the Location ID of the location that is being assigned.


Validation: The LOCATION_ID you enter must be for an existing, validlocation, present in PN_LOCATIONS.LOCATION_ID.

Destination: PN_SPACE_ASSIGN_EMP.LOCATION_ID.

ALLOCATED_AREA

Enter the area assigned to the employee. Note that this value is not a percent of thelocation area.

Validation: When the Automatic Space Assignment option is set toYES, the allocated area for the space is automaticallycalculated as USABLE_AREA/total number of spaceassignments to a location. If the Automatic SpaceAssignment option is set to NO, this column must bepopulated, and the assigned area must be less than or equalto the vacant area of the location.

Destination: PN_SPACE_ASSIGN_EMP.ALLOCATED_AREA.

EMPLOYEE_SPACE_ASSIGN_ID

The internal identifier for the assignment, generated from an Oracle databasesequence. This should be mapped or tagged to the vendor’s own space assignmentidentifier for reference and subsequent updates to the space assignment record.

Validation: If the ENTRY_TYPE is U or D, then the ID you entermust be for an existing, valid assignment, present inPN_SPACE_ASSIGN_EMP.SPACE_ASSIGNMENT_ID. Ifthe ENTRY_TYPE is A, then the ID mustbe unique and must not be present inPN_SPACE_ASSIGN_EMP.SPACE_ASSIGNMENT_ID.

Destination: PN_SPACE_ASSIGN_EMP.SPACE_ASSIGNMENT_ID

PERSON_ID

The unique identifier for the employee to whom the space is allocated.

Validation: Must be a valid PERSON_ID in PER_PEOPLE_F.

Destination: PN_SPACE_ASSIGN_EMP.PERSON_ID


The cost center to which the space is charged.

Validation: None

Destination: PN_SPACE_ASSIGN_EMP.COST_CENTER_CODE

LAST_UPDATE_DATE

An Oracle Standard Who column. Enter the last update date for this record. PropertyManager uses this date for reference and audit purposes only.

Validation: Must be in valid date format. Must be populated only ifENTRY_TYPE is U. Must be left null in all other cases.

Destination: None


CREATION_DATE



Destination: None

LAST_UPDATE_LOGIN



Destination: None

CREATED_BY



Destination: None

LAST_UPDATED_BY



Destination: None

ATTRIBUTE_CATEGORY

Enter the descriptive flexfield category for the descriptive flexfield information youwant to import.

Validation: None

Destination: PN_SPACE_ASSIGN_EMP.ATTRIBUTE_ CATEGORY

ATTRIBUTE[1-15]

Enter descriptive flexfield information that you want to import. The structure of theinformation you enter in these columns (data types, value sets) must match the structureof the descriptive flexfield segments you have defined for your locations and/or sites, oryou will experience validation problems when you try to access the information inthe location windows.

Validation: None

Destination: PN_SPACE_ASSIGN_EMP.ATTRIBUTE[1-15]

TRANSFERRED_TO_CAD

A flag specifying if the record was transferred from Property Manager to a CAFM vendor.


Destination: None

TRANSFERRED_TO_PN

A flag specifying if the record was transferred from a CAFM vendor to Property Manager.



Destination: None

ERROR_MESSAGE

This column is used by Property Manager Import/Export programs to indicatevalidation or other errors encountered while running the program.


Destination: None

SOURCE

Indicates a CAFM vendor or other source (such as a spreadsheet).

Validation: The value must be a valid value present in the user-definedlookup code, PN_SOURCE.

Destination: PN_SPACE_ASSIGN_EMP.SOURCE

REQUEST_ID

Keeps track of the concurrent request during which this row was created or updated.


Destination: None


Keeps track of the information about which concurrent program created or updated eachrow, in conjunction with the PROGRAM_ID.


Destination: None

PROGRAM_ID

Keeps track of the information about which concurrent program created or updated eachrow, in conjunction with the PROGRAM_APPLICATION_ID.


Destination: None

PROGRAM_UPDATE_DATE

Stores the date on which the concurrent program created or updated the row.


Destination: None

UTILIZED_AREA

Enter the number of occupants occupying the space.

Validation: None

Destination: PN_SPACE_ASSIGN_EMP.UTILIZED.


EMP_ASSIGN_START_DATE

Enter the from occupancy date for the entity.

Validation: Must be in valid date format.

Destination: PN_SPACE_ASSIGN_EMP.EMP_ASSIGN_START_DATE

EMP_ASSIGN_END_DATE

Enter the to occupancy date for the entity.

Validation: Must be in valid date format. Must be later than or thesame as the start date.

Destination: PN_SPACE_ASSIGN_EMP.EMP_ASSIGN_END_ DATE

PN_VOL_HIST_BATCH_ITFThe following table lists column names, type, and requirements for thePN_VOL_HIST_BATCH_ITF table.



BATCH_ID NOT NULL NUMBER(15) Required. Volumehistory batchidentifier.

BATCH_NAME NOT NULL VARCHAR2(30) Required. Batchname.

MIN_REP_DATE NOT NULL DATE Required. Minimumreporting date of thevolume history batch.

MAX_REP_DATE NOT NULL DATE Required. Maximumreporting date of thevolume history batch.

VOLUME_TYPE VARCHAR2(30) Optional. Volumetype of volumehistory batch: Actual,Forecasted, orDeduction.

STATUS VARCHAR2(1) Optional. Volumehistory batch status.

LAST_UPDATE_DATE

NOT NULL DATE Required. StandardWho column.

LAST_UPDATED_BY NOT NULL NUMBER(15) Required. StandardWho column.

CREATION_DATE NOT NULL DATE Required. StandardWho column.

CREATED_BY NOT NULL NUMBER(15) Required. StandardWho column.

LAST_UPDATE_LOGIN

NUMBER(15) Optional. StandardWho column.

BATCH_ID

Volume history batch identifier.

Validation: None

Destination: None

BATCH_NAME

Batch name.

Validation: None

Destination: None


MIN_REP_DATE

Minimum reporting date for volume history batch.

Validation: None

Destination: None

MAX_REP_DATE

Maximum reporting date for volume history batch.

Validation: None

Destination: None

VOLUME_TYPE

Volume type of volume history batch that includes Actual, Forecasted, and Deduction.

Validation: The only possible values are Actual, Forecasted, andDeduction.

Destination: None

STATUS

Volume history batch status.

Validation: None

Destination: None

LAST_UPDATE_DATE

An Oracle Standard Who column. Property Manager uses this date for reference andaudit purposes only.

Validation: None

Destination: None

LAST_UPDATED_BY

An Oracle Standard Who column.

Validation: None

Destination: None

CREATION_DATE


Validation: None

Destination: None

CREATED_BY


Validation: None

Destination: None


LAST_UPDATE_LOGIN


Validation: None

Destination: None

PN_VOL_HIST_LINES_ITFThe following table lists column names, type, and requirements for thePN_VOL_HIST_LINES_ITF table.



BATCH_ID NOT NULL NUMBER(15) Required. Volumehistory batch lineidentifier.

VAR_RENT_ID NOT NULL NUMBER(15) Required. Variablerent agreementidentifier.

LINE_ITEM_ID NOT NULL NUMBER(15) Required. Variablerent agreement batchline identifier.

REP_STR_DATE NOT NULL DATE Required. Reportingstart date.

REP_END_DATE NOT NULL DATE Required. Reportingend date.

AMOUNT NUMBER Optional. Volumehistory batch lineamount.

DEDUCTION_AMT NUMBER Optional. Volumehistory batch linededuction amount.

DEDUCTION_TYPE_CODE

VARCHAR2(30) Optional. Volumehistory batch linededuction type code.

STATUS VARCHAR2(1) Optional. Volumehistory batch linestatus.

ERROR_LOG VARCHAR2(2000) Optional. Error logmessage for volumehistory batch line.

GROUP_DATE DATE Optional. Volumehistory batch linegroup date.

LAST_UPDATE_DATE

NOT NULL DATE Required. StandardWho column.

LAST_UPDATED_BY NOT NULL NUMBER(15) Required. StandardWho column.

CREATION_DATE NOT NULL DATE Required. StandardWho column.

CREATED_BY NOT NULL NUMBER(15) Required. StandardWho column.

LAST_UPDATE_LOGIN

NUMBER(15) Optional. StandardWho column.


BATCH_ID

Volume history batch identifier.

Validation: None

Destination: None

VAR_RENT_ID

Variable rent agreement identifier.

Validation: Must be a valid VAR_RENT_ID in PN_VAR_RENTS_ALLtable belonging to an existing variable rent term.

Destination: None

LINE_ITEM_ID

Line item identifier of the variable rent agreement.

Validation: This must be a valid Line Item ID in PN_VAR_LINES_ALLfor a Period ID defined for Variable Rent ID.

Destination: If Volume Type is Actual or Forecasted: PN_VAR_VOL_HIST_ALL.LINE_ITEM_ID

If Volume Type is Deduction: PN_VAR_DEDUCTIONS_ALL.LINE_ITEM_ID

REP_STR_DATE

Reporting start date.

Validation: Reporting Start Date should be equal to or greater than theGroup Start Date in the PN_VAR_GRP_DATES_ALL tablefor a Variable Rent ID, Period ID, and Group Date ID.

Destination: If Volume Type is Actual or Forecasted: PN_VAR_VOL_HIST_ALL.START_DATE

If Volume Type is Deduction: PN_VAR_DEDUCTIONS_ALL.START_DATE

REP_END_DATE

Reporting end date.

Validation: Reporting End Date should be equal to or greater than theGroup End Date in the PN_VAR_GRP_DATES_ALL tablefor a Variable Rent ID and Period ID.

Destination: If Volume Type is Actual or Forecasted: PN_VAR_VOL_HIST_ALL.END_DATE

If Volume Type is Deduction: PN_VAR_DEDUCTIONS_ALL.END_DATE

AMOUNT

Volume history batch line amount.

Validation: None


Destination: If Volume Type is Actual: PN_VAR_VOL_HIST_ALL.ACTUAL_AMOUNT

If Volume Type is Forecasted: PN_VAR_VOL_HIST_ALL.FORECASTED_ AMOUNT

If Volume Type is Deduction: PN_VAR_DEDUCTIONS_ALL.DEDUCTION_ AMOUNT

DEDUCTION_AMT

Volume history batch line deduction amount.

Validation: None

Destination: None

DEDUCTION_TYPE_CODE

Volume history batch line deduction type code.

Validation: None

Destination: None

STATUS

Volume history batch line status.

Validation: None

Destination: None

ERROR_LOG

Error log message for volume history batch line.

Validation: None

Destination: None

GROUP_DATE

Volume history batch line group date.

Validation: None

Destination: None

LAST_UPDATE_DATE

An Oracle Standard Who column. Property Manager uses this date for reference andaudit purposes only.

Validation: None

Destination: None

LAST_UPDATED_BY


Validation: None


Destination: None

CREATION_DATE


Validation: None

Destination: None

CREATED_BY


Validation: None

Destination: None

LAST_UPDATE_LOGIN


Validation: None

Destination: None

PN_REC_EXP_ITFThe following table lists column names, type, and requirements for thePN_REC_EXP_ITF table.


EXPENSE_LINE_DTL_ID

NUMBER(15)

PROPERTY_ID NUMBER(15)

LOCATION_ID NUMBER(15)

EXPENSE_TYPE_CODE

Not Null VARCHAR2(30)

EXPENSE_ACCOUNT_ID

Not Null NUMBER(15)

ACCOUNT_DESCRIPTION

VARCHAR2(250)

ACTUAL_AMOUNT Not Null NUMBER

BUDGETED_AMOUNT

NUMBER

CURRENCY_CODE Not Null VARCHAR2(15)

FROM_DATE Not Null DATE

TO_DATE Not Null DATE



TRANSFER_FLAG Not Null VARCHAR2(1)

MODE_FLAG VARCHAR2(1)

LAST_UPDATE_DATE

Not Null DATE

LAST_UPDATED_BY Not Null NUMBER(15)

CREATION_DATE Not Null DATE

CREATED_BY Not Null NUMBER(15)

LAST_UPDATE_LOGIN

NUMBER(15)

ATTRIBUTE_CATEGORY

VARCHAR2(30)

ATTRIBUTE1 VARCHAR2(150)















ORG_ID NUMBER(15)


EXPENSE_LINE_DTL_ID

The internal identifier for the expense lines generated from an Oracle databasesequence. It is populated by the extraction process and used to identify the expense linedetail associated with the line of data.

Validation: None

Destination: None

PROPERTY_ID

Enter the property identifier from the properties table associated with the information inthis row. The Property ID or the Location ID field, or both, must be entered.

Validation: The property type ID must validly exist in thePN_PROPERTIES table.

Destination: PN_REC_EXP_LINE_DTL_ALL.PROPERTY_ID

LOCATION_ID

Enter the location identifier from the locations table associated with the information inthis row. The Property ID or the Location ID field, or both. must be entered.

Validation: The location ID must validly exist in the PN_LOCATIONStable.

Destination: PN_REC_EXP_LINE_DTL_ALL.LOCATION_ID

EXPENSE_TYPE_CODE

Enter the code of the Payment Term Purpose Type associated with the informationin this row.

Validation: This column cannot be null. The purpose type codehas to exist in FND LOOKUPS for the lookup type ofPN_PAYMENT_PURPOSE_TYPE.

Destination: PN_REC_EXP_LINE_DTL_ALL.EXPENSE_TYPE_CODE

EXPENSE_ACCOUNT_ID

Enter the Account Code Combination ID associated with the information in this row.

Validation: This column cannot be null. The account code combinationID has to exist in the GL_CODE_COMBINATIONS table.

Destination: PN_REC_EXP_LINE_DTL_ALL.EXPENSE_ACCOUNT_ID

ACCOUNT_DESCRIPTION

Enter the General Ledger account description. This user specified field is optional.

Validation: None

Destination: PN_REC_EXP_LINE_DTL_ALL.ACCOUNT_DESCRIPTION

ACTUAL_AMOUNT

Enter the actual expense amount.


Validation: This column cannot be null.

Destination: PN_REC_EXP_LINE_DTL_ALL.BUDGETED_AMOUNT

BUDGETED_AMOUNT

Enter the budgeted expense amount.

Validation: None

Destination: PN_REC_EXP_LINE_DTL_ALL.BUDGETED_AMOUNT

CURRENCY_CODE

Enter the currency code of the recovery expense.


Destination: PN_REC_EXP_LINE_ALL.CURRENCY_CODE

FROM_DATE

Enter the period start date to identify the beginning extraction period boundary.


Destination: PN_REC_EXP_LINE_ALL.FROM_DATE

TO_DATE

Enter the period end date to identify the ending extraction period boundary.

Validation: This column cannot be null

Destination: PN_REC_EXP_LINE_ALL.TO_DATE

TRANSFER_FLAG

This flag indicates if the record was transferred from the interface table to the recoveriesmodule. Choose N (not transferred) for all new records. The system will set the flagto Y (transferred) if the export process was successful and to E (erroneous) if theprocess errored.

Validation: This column cannot be null

Destination: None

MODE_FLAG

This parameter is reserved for future use when expense line corrections are allowedduring a re-extraction process.

Validation: None

Destination: None

LAST_UPDATE_DATE

This is an Oracle standard who column.


Destination: None.


LAST_UPDATED_BY



Destination: None.

CREATION_DATE



Destination: None.

CREATED_BY



Destination: None.

LAST_UPDATE_LOGIN


Validation: None.

Destination: None.

ATTRIBUTE_CATEGORY

Enter the descriptive flexfield category of the descriptive flexfield information youwant to import.

Validation: None

Destination: PN_REC_EXP_LINE_DTL_ALL.ATTRIBUTE_ CATEGORY

ATTRIBUTE[1-15]

Enter the descriptive flexfield information that you want to import. The structure ofthe information you enter in these columns, such as the datatypes and value sets, mustmatch the structure of the descriptive flexfield segments defined for the propertiesor sites. If not, validation errors will occur when the information is accessed in thelocation windows.

Validation: None

Destination: PN_REC_EXP_LINE_DTL_ALL.ATTRIBUTE[1-15]

ORG_ID

Enter the ID of the operating unit identifier.

Validation: None

Destination: None


AOracle Property Manager Menu Paths

Property Manager Navigator PathsThe following table lists window names and typical navigation paths (if your systemadministrator has customized your navigator, your navigation paths may be different):

Window Name Navigation Path

Authorize Billings Leases and Documents:Billings:Authorize.Enter search criteria and choose the Findbutton.

Authorize Payments Leases and Documents:Payments:Authorize.Enter search criteria and choose the Findbutton.

Billing Schedule Details Leases and Documents: Billings:Authorize.Enter search criteria and choose the Findbutton. Choose the Details Button.

Billing Term Template Leases and Documents: Billings:Billing TermTemplate

Billings Exported to Receivables Leases and Documents:Billings:Export toReceivables. Check the Exported check boxand choose the Find button.

Buildings Property Definition:Building

Contacts Agents:Contacts

Customers (Enter) Agents:Customers:Standard or Agents:Customers:Quick

Customer Profile Classes Agents:Customers:Profile Class

Customers Summary Agents:Customers:Summary

Details Milestones Leases and Documents:Main Leases:EnterLeases and Documents. Choose the Newbutton. Enter lease information. Choose theMilestones button.

Employees (Enter) Agents:Employees:Enter Employees

Oracle Property Manager Menu Paths A-1


Employees (View) Agents:Employees:View

Export Billings to Receivables Leases and Documents:Billings:Export toReceivables. Enter search criteria and choosethe Find button.

Export Payments to Payables Leases and Documents:Payments:Export toPayables. Enter search criteria and choose theFind button.

Export to CAD Interface Open Interfaces:Locations and SpaceAllocation:Export

Find Billing Schedules Leases and Documents:Billings:Export toReceivables. Enter search criteria and choosethe Find button.

Find/Enter Customers Agents:Customers:Standard

Find Locations Property Definition:View Locations. Entersearch criteria and choose the Find button.

Find Payment Schedules Leases and Documents:Payments:Export toPayables. Enter search criteria and choose theFind button.

Find Payments Leases:Export Payments. Enter search criteriaand choose the Find button.

Find Space Assignment Assignments:Assign Space. Enter searchcriteria and choose the Find button.

Floors Property Definition:Building. Choose theFloors button.

Import from CAD Open Interfaces:Locations and SpaceAllocation:Import

Index History Leases and Documents:Rent Increase:EnterIndex History.

Land Property Definition:Land

Lease Leases and Documents: Enter Leases andDocuments. Choose the New button. Onthe Lease window, choose the New or Openbutton.

Lease Amendment Leases and Documents:View Lease History.Enter search criteria and choose the Findbutton. Choose the Amendments button.

Lease Details History Leases and Documents:View Lease History.Enter search criteria and choose the Findbutton. Choose the Amendments button.

A-2 Oracle Property Manager User Guide


Lease Edit Leases and Documents:View Lease History.Enter search criteria and choose the Findbutton. Choose the Transactions button, thenchoose the History button.

Leases Leases and Documents: Enter Leases andDocuments. Choose the New button.

Leases (History) Leases and Documents:Main Lease:View LeaseHistory. Enter search criteria and choose theFind button.

Locations Inquiry Property Definition:View Locations. Entersearch criteria and choose the Find button.

Mass Approval Leases and Documents:Mass Approval

Milestone Templates Setup:Milestones Template

Offices Property Definition:Buildings: Choose theFloors button, then choose the Offices button.

Parcels Property Definition:Land: Choose the Parcelsbutton.

Payment Schedule Details Leases and Documents: Payments:Authorize.Enter search criteria and choose the Findbutton. Choose the Details Button.

Payment Term Template Leases and Documents: Payments:PaymentTerm Template

Payments Exported to Payables Leases and Documents:Payments:Export toPayables. Check the Exported check box andchoose the Find button.

Properties Property Definition:Property

Regions and Office Parks Property Definition: Regions

Roles and Sites Agents:Contacts. Choose the New button.

Rent Increase Leases and Documents:Rent Increase:EnterRent Increase. Choose the Open or Newbutton.

Rent Increase Leases Leases and Documents:Rent Increase:EnterRent Increase.

Reporting Currencies Setup:International:Enable ReportingCurrencies

Sections Property Definition:Land: Choose the Parcelsbutton, then choose the Sections button.

Oracle Property Manager Menu Paths A-3


Space Assignment Assignments:Assign Space

Space Assignment (View) Assignments:View Space Assignments. Entersearch criteria and choose the Find button.

Suppliers Agents:Suppliers:Enter Suppliers

Suppliers (View) Agents:Suppliers:View

Variable Rent Leases and Documents:Variable Rent:EnterVariable Rent

Variable Rent (View) Leases and Documents:Variable Rent:ViewVariable Rent

A-4 Oracle Property Manager User Guide

BProfile Options

Profile Options in Property ManagerDuring your implementation, you set values for profile options in Oracle Financialsto specify how Oracle Property Manager controls access to and processes data. Inaddition to the Oracle Property Manager profile options, Oracle Property Manager usesprofile options from other Oracle Financials applications to control features, such asLanguage, which affect more than one application.

Your System Administrator sets many of these user profile options at one or moreof the following levels: Site, Application, Responsibility, and User. Use the PersonalProfile Options window to view or set your profile options at the user level. You canconsult your Oracle Applications System Administrator’s Guide for a list of profile optionscommon to all Oracle Applications.

Profile Options SummaryThis table indicates whether you can view or update profile options and atwhich levels your system administrator can update these profile options: theuser, responsibility, application, or site levels.

A Required profile option requires you to provide a value. An Optional profile optionalready provides a default value which you can change.


• SysAdm - System Administrator

• Resp - Responsibility

• App - Application

• Update - You can update the profile option

• View Only - You can view the profile option, but cannot change it

• No Access - You cannot view or change the profile option value

Profile Options B-1

ProfileOption

Value Default UserAccess

SysAdmAccess:User

SysAdmAccess:Resp

SysAdmAccess:App

SysAdmAccess:Site

PN:AutomaticAmendmentNumberGeneration

Optional Nodefault

Update Update Update Update Update

PN:AutomaticCompanyNumberGeneration*

Optional Nodefault


PN:AutomaticIndexNumberGeneration*

Optional No Update Update Update Update Update

PN:AutomaticLeaseNumberGeneration*

Optional Nodefault


PN:AutomaticSpaceDistribution*

Optional Nodefault


PN:AutomaticVariableRentNumberGeneration*

Optional No Update Update Update Update Update

PN: BatchSourceName

Required Nodefault


PN:CurrencyConversionRateType*

Optional Nodefault


PN:ExportDistributionstoReceivables*

Required Nodefault


PN: Set ofBooks*

Required Nodefault

ViewOnly

ViewOnly

Update Update Update

B-2 Oracle Property Manager User Guide

ProfileOption

Value Default UserAccess

SysAdmAccess:User

SysAdmAccess:Resp

SysAdmAccess:App

SysAdmAccess:Site

PN:TransactionType

Required Nodefault


PN: UseSystemDate toRecordSpaceAssignmentChanges*

Required Nodefault


PN: GLTransferMode

Optional Nodefault


PN:SubmitJournalImport

Optional Nodefault


Journals:DisplayInverseRate

Optional Nodefault


DefaultCountry

Optional Nodefault


Folders:AllowCustomization

Optional Nodefault

ViewOnly

Update View Only ViewOnly

ViewOnly

Language Optional Nodefault

ViewOnly

Update Update Update Update

SequentialNumbering

Optional Nodefault

ViewOnly

NoAccess

Update Update Update

Printer Optional Nodefault


SiteLanguage

Optional Nodefault

No Access NoAccess

No Access NoAccess

ViewOnly

MO:OperatingUnit

Optional Nodefault

No Access NoAccess

Update NoAccess

Update

* This profile option has been migrated to the System Options window. To use thisfunctionality, you need to set up the appropriate system option. See: Defining PropertyManager System Options, page 2-14.

Profile Options B-3

Related Topics

Personal Profile Values Window, Oracle Applications System Administrator's Guide

Overview of Setting User Profiles, Oracle Applications System Administrator's Guide

Profile Options in Oracle Application Object Library, Oracle Applications SystemAdministrator's Guide

Common User Profile Options, Oracle Applications User's Guide

Profile Options in Property ManagerPN: Automatic Amendment Number Generation: This profile option is no longer used.

PN: Automatic Company Number Generation: If you want Property Manager to assigna unique number to each company automatically, then enter Yes.

PN: Automatic Index Number Generation: If you want Property Manager to assign aunique number to each rent increase agreement automatically, then enter Yes.

PN: Automatic Lease Number Generation: If you want Property Manager to assign aunique number to each lease automatically, then enter Yes.

Note: Many of the reports that you create in Property Manager includelease numbers as parameters. This enables you to specify a range oflease numbers that you want to include in the report.

If the Automatic Lease Number option is set to Yes, the lease numbersthat Property Manager automatically creates will be sequential, and youwill be able to specify a range of leases in your report parameters.

If you set the Automatic Lease Number option to No, and you wantto be able to specify a range of lease numbers when you generatereports, then create lease numbers that are sequential.

PN: Automatic Space Distribution:



PN: Automatic Variable Rent Number Generation: If you want Property Manager toassign a unique number to each variable rent agreement automatically, then enter Yes.

If the Automatic Variable Rent Number option is set to Yes, the variable rent agreementnumbers that Property Manager automatically creates will be sequential, and you will beable to specify a range of variable rent agreements in your report parameters.

If you set the Automatic Variable Rent Number option to No, and you want to be able tospecify a range of variable rent agreement numbers when you generate reports, thencreate variable rent agreement numbers that are sequential.

PN: Batch Source Name: This profile option is no longer used.

PN: Currency Conversion Rate Type: The setting for this profile option specifiesthe conversion rate type to be used for converting transactional currency amountsto functional currency. If no rate type is specified, Property Manager uses the rate


type associated with the functional currency for your set of books and enabled in theReporting Currencies window.

PN: Export Distributions to Receivables: The setting for this profile option indicateshow you need to specify General Ledger accounts on the Details tabbed region of theLeases window. You can choose from the following options:

• All Terms: For normalized terms, you must specify one General Ledger account foreach account class (Receivable, Revenue, and Accrued Asset). For non-normalizedterms, you must specify a Revenue and Receivable account.

• Normalized Terms Only: You must specify a Receivable, Revenue, and AccruedAsset account for normalized terms. No General Ledger Account information isrequired for non-normalized terms. However, if you enter a Receivable account, youmust also enter a Revenue account. Likewise, if you enter a Revenue account, youmust also enter a Receivable account.

• None: No General Ledger accounting information is required. If you choose toenter any accounting information for normalized terms, you must enter all threeaccounts (Receivable, Revenue, and Accrued Asset). If you choose to enter anyaccounting information for non-normalized terms, you must enter both a Revenueand Receivable account.

PN: Set of Books: Select the set of books that you want Property Manager to use. Theset of books determines the currency, accounting calendar, and chart of accounts thatProperty Manager uses.

PN: Transaction Type: This profile option is no longer used.

PN: Use System Date to Record Space Assignment Changes:

• Yes: Users can change space assignments only as of the system date.

• No: Users can make retroactive changes to space assignments at any time, inaddition to changes to current and future dated space assignments.

PN: GL Transfer Mode: If you specify a GL Transfer Mode option, it is defaulted tothe GL Transfer Mode field on the Parameters window when you run the TransferNormalized Expense and Revenue to GL concurrent program. You can specify one ofthe following GL Transfer Mode options:

• In Detail

• Summarize by Accounting Date

• Summarize by Accounting Period

PN: Submit Journal Import: You can specify whether to automatically transferaccounting lines to the GL interface table when you run the Transfer NormalizedExpense and Revenue to GL concurrent program. If you choose an option, it default intothe Submit Journal Import field on the Parameters window when you run the TransferNormalized Expense and Revenue to GL concurrent program.

• Yes: When you run the Transfer Normalized Expense and Revenue to GL concurrentprogram, Property Manager transfers accounting lines to the General Ledgerinterface table, and the import process imports these lines from the GL interfacetable and places them in General Ledger. You can then query these accountinglines in General Ledger.

• No: The Transfer Normalized Expense and Revenue to GL concurrent programexports the account lines to General Ledger.

Profile Options B-5

Profile Options in General LedgerBecause some Oracle Applications products have overlapping functions, the followingGeneral Ledger profile option also affects the operation of Oracle Property Managereven if you have not installed General Ledger See: Setting General Ledger ProfileOptions:, Oracle General Ledger User's Guide

• Journals: Display Inverse Rate

• GL Set of Books Name: For each Property manager responsibility, set the GL:Set ofBooks Name profile option to the set of books name you use in Property Manager.

Setting General Ledger Profile Options:, Oracle General Ledger User's Guide

Profile Options in Application Object LibraryYou set up Application Object Library profile options when you install OracleFinancials, and these profile options affect all applications. See also: Common UserProfile Options, Oracle Applications System Administrator's Guide

The following Application Object Library profile options have a particularly significantimpact on the operation of Oracle Property Manager. For detailed information onall profile options, see: Profile Options in Oracle Application Object Library, OracleApplications System Administrator's Guide

• Default Country:

• Folders: Allow Customization

• Site Language:

• Printer. Payables uses this printer as the default unless in the Concurrent Programswindow you have assigned a printer to the payment program you are using. Seealso: Overview of Printers and Printing, Oracle Applications System Administrator'sGuide

Profile Options for Multiple Organization SupportIf you use the Multiple Organization Support feature, you can assign operating units toresponsibilities by using the following profile option. For more information, see: MultipleOrganizations in Oracle Applications.

• MO: Operating Unit


CFunction Security

Function Security in Oracle Property ManagerUse function security to control access to Oracle Property Manager functionality.

Each Oracle Property Manager form performs one or more business functions. Afunction is a part of an application’s functionality that is registered under a unique namefor the purpose of assigning it to, or excluding it from an Oracle Property Managerresponsibility.

Oracle Property Manager comes predefined with one responsibility, PropertyManager, with its own set of preregistered functions assigned to it. Your systemadministrator can register additional functions and can customize your responsibilitiesby assigning or not assigning new functions to existing responsibilities, or by creatingnew responsibilities.

There are two types of functions: form and subfunction.

• Form. A form invokes an Oracle Forms form, for example, the Lease form name isPNTLEASE. You can navigate to a form using the Navigator.

• Subfunction. A subfunction is a subset of a form’s functionality. In other words, asubfunction is a function executed from within a form.

Subfunctions are often associated with buttons or other graphical elements onforms. For example, in the Leases window, you may want to restrict access to theAmend Lease function. In this case, for all users that do not have the associatedsubfunction name assigned to their responsibility, the Amend button would notappear.

You cannot navigate to a subfunction from the Navigator.

Your System Administrator can submit the Function Security Menu Reports requestset. This request set includes the Function Security Functions report, which showsa complete list of Payables functions assigned to the Oracle Property Managerresponsibility.

Related TopicsOverview of Function Security, Oracle Applications System Administrator's Guide

How Function Security Works, Oracle Applications System Administrator's Guide

Implementing Function Security, Oracle Applications System Administrator's Guide

Defining a New Menu Structure, Oracle Applications System Administrator's Guide

Function Security C-1

DAttachments

AttachmentsTo illustrate or clarify your application data, you can link non-structured data suchas images, word processing documents, spreadsheets, or video to more structuredapplication data. For example, you could attach to a building description a photographof the building.

The toolbar Attachment icon indicates whether the Attachments feature is enabled in aform. When the button is greyed out, the Attachment feature is not available. When theAttachment feature is enabled in a form, the icon becomes a solid paper clip. The iconswitches to a paper clip holding a paper when the Attachment feature is enabled in aform and the current record has at least one attachment. To see the attachment, choosethe Attachment icon.

You can attach documents to a lease in the Leases window or to the definition of aproperty. For example, you might want to attach a scanned copy of the lease to thelease, or you can attach a scanned copy of the floor layout to the property definition. Youcan attach documents in the following places:

• Leases window: Details tab, Notes tab

• Buildings window

• Floors window: Area tab, Occupancy tab

For detailed information on the Attachments feature and using the Attachmentswindow, see: About Attachments, Oracle Applications User's Guide

Attachments D-1

Index

Aabatements, 7-7

negative rent, 7-8recurring, 7-9rolling allowance, 7-8

account defaulting, 4-16Accounting Calendar window, 2-2, 2-3accounting periods

defining, 2-2, 2-3Accounts Distributions tabbed region

Term Details window, 4-107addresses

flexible formats for, 2-4, 2-7adjusting variable rent, 7-25administration, lease, 4-1Agreement tabbed region, 6-26agreements

entering, 6-3aliases

floors, 3-11Alphabetical Space Assignments Report, 9-2

by Floor, 9-2by Zip Code, 9-3

Amend Lease window, 4-91tabbed region of, 4-93window reference, 4-93

amendments, lease, 4-1, 4-79, 4-82, 4-87normalizing terms, 4-70

amount of payment and billing items, 4-34ancillary agreements, 4-2Annual Accounting Pro Forma Report, 9-3Annual Cash Flow Pro Forma Report, 9-4approval rules, 4-31approval status of leases, 4-5approving

schedules, 4-approving billing events, 4-55approving payment schedule events, 4-43approving schedules

rules, 4-31Area tabbed region, 5-13area type

term details, 4-28area type used in term details, 4-28As of Date, 5-4assigning office space, 5-1

assigning space, 5-1cost centers, 5-4customers, 4-12employees, 5-4

attachmentsdescription, D-1

Authorize Billings window, 4-33Authorize Payments window, 4-33authorizing payments and billings, 4-33

BBasis Periods tabbed region, 6-29Bill tabbed region

Term Details window, 4-106billing events, 4-32

approving, 4-55creating, 4-55

billing informationentering, 4-51

billing itemsamount of, 4-34deferring, 4-64exporting to Oracle Receivables, 4-62

billing line itemsdefined, 4-34

Billing Schedule Details window, 4-34billing schedules, 4-32

creating, 4-55billing term details

entering, 4-53billing term templates, 4-37billing terms, 4-27billings, 4-8, 4-25

authorizing, 4-33entering, 4-51prepayments, 4-77process overview, 4-26

Billings milestones, 4-13Billings tab control, 4-80, 4-102Billings tabbed region, 4-12breakpoints, 7-5Breakpoints window, 7-34buildings

defining, 3-8Buildings window, 3-8

Index-1

window reference, 3-26buttons

disabling, C-1

CCAD (Computer Assisted Design), 5-13CAFM (Computer Assisted FacilitiesManagement), 5-13calculating variable rent, 7-22cancelling

concurrent requests, 9-1changing lease status, 4-83chart of accounts, 2-2, 2-3charts

profile options, B-1Setting Up Oracle Property Manager Chart, 2-1

common report fieldsRXi, 9-22

companiescontacts for, 4-6, 4-96modifying, 3-4names and numbers of, 3-3

company contactsdefining, 3-2

concurrent processcalculate recovery, 8-40load expenses from Oracle General Ledger,8-10populate recoveries with expenses, 8-13purge the expense lines interface table, 8-14

concurrent requestscancelling, 9-1monitoring, 9-2viewing the status of, 9-2

Concurrent Requests Summary window, 9-1constraints, 7-7

Increase Over, 6-18Constraints tabbed region, 6-31Constraints window, 7-38contacts

lease setup, 4-2modifying, 3-4overview, 3-1overview of, 4-6service providers, 3-2setting up, 3-2, 3-4

Contacts tab control, 4-96Contacts tabbed region, 4-11Contacts window, 3-2conversion rate types, 2-2, 2-4

reporting currencies, 2-7cost centers

assigning space to, 5-2countries

Default Country profile option, B-6setting up, 2-4, 2-7

Countries and Territories window, 2-7

coverageinsurance, 4-99

coverage, insurance, 4-7creating billing schedules, 4-55currencies

defining, 2-3foreign, 2-2, 2-4functional, 2-2, 2-3, 2-7reporting, 2-7

Currencies window, 2-3currency conversion

term amount, 4-29Customer tabbed region, 5-12customers

assigning space, 4-12billings to, 4-25contact information, 3-2

Ddaily rates, 2-2, 2-4deductions, 7-7Deductions window, 7-37Default Country profile option, B-6deferring billing items, 4-64deferring payment items, 4-50deferring payments and billings, 4-35defining

floors, 3-11offices, 3-13

descriptive flexfields, 2-4Details milestones, 4-13Details tab control, 4-94Details tabbed region, 4-11, 4-80Dictionary = nl

menu paths, A-1navigation paths, A-1Navigator

navigation paths, A-1windows

navigation paths, A-1Direct lease class, 4-4, 4-91

payments and, 4-25draft approval status of leases, 4-5Draft status of leases, 4-10, 4-92draft status of leases, 4-80drilldown

from General Ledgercustomizing windows, 4-24

EeAM property manager

integration, 10-3Edit Lease window, 4-90

tabbed region of, 4-93window reference, 4-91

editing leases, 4-1, 4-79, 4-82, 4-86

Index-2

normalized terms, 4-70employee

cost centersynchronizing, 3-21

employee cost centersynchronizing

human resources, 3-21Employee Title Report, 9-6employees

assigning space to, 5-1, 5-2entering new, 2-2, 2-5removing nonactive, 5-10

Employees Deleted From Space AllocationReport, 9-5Enter Person window, 2-2, 2-5, 5-4entering billings, 4-51estimated amount of payment, 4-102event notification, 1-2exchange rates

Journals: Display Inverse Rate profile option,B-6

expense and revenue recognition, 4-18Export to CAD Interface process

submitting, 10-1Export to Payables window, 4-36Export to Receivables window, 4-36exporting billings to Oracle Receivables, 4-26, 4-62exporting location information, 10-1exporting payments to Oracle Payables, 4-26, 4-48

Ffinal approval status of leases, 4-5Final status of leases, 4-10, 4-92final status of leases, 4-80finalizing payment and billing terms, 4-32Find Space Assignments, 5-2Find Space Assignments window, 5-2Find/Enter Customers window, 4-12flexfields

descriptive, 2-4setting up, 2-7

flexible address formats, 2-4floors

defining, 3-11Floors window

window reference, 3-29folders

Folders:Allow Customization profile option,B-6

function security, C-1Function Security Functions report, C-1Function Security Menu Reports request set, C-1functional currencies, 2-2, 2-3, 2-7Future Minimum Rent Obligations Report, 9-6

GGeneral Ledger

drill down, 4-24transferring normalized expense and revenue,4-23

generating periods, 6-4GL Set of Books Name profile option, B-6group breakpoint volume, 7-6grouping invoices

payable, 4-45receivable, 4-57

grouping payable invoices, 4-45grouping receivable invoices, 4-57grouping rules

payment itemspayment itemgrouping rules,4-45

Hhistory of lease transactions, 4-85human resources

synchronizingemployee cost center, 3-21

IImport from CAD process

submitting, 10-2importing property information, 10-2Increase Over constraints, 6-18index history

entering, 6-2index rent, 6-1

calculating the basis, 6-12calculating the percentage, 6-14

insurance information in leases, 4-7Insurance milestones, 4-13Insurance tab control, 4-99Insurance tabbed region, 4-12, 4-80integration, 1-3

with Oracle Payables and Receivables, 4-36integration with eAM property manager, 10-3interface tables

overview, 10-3PN_LOCATIONS_ITF, 10-4PN_REC_EXP_ITF, 10-34PN_SPACE_ALLOC_ITF, 10-20PN_VOL_HIST_BATCH_ITF, 10-27PN_VOL_HIST_LINES_ITF, 10-30

Jjournal entries

Journals: Display Inverse Rate profile option,B-6

Index-3

Lland

defining, 3-15Land window

window reference, 3-26landlords

accounting for, 4-21languages

defining lookups in multiple languages, 2-9lease

description, 4-3lease

management, 1-1Lease Abstract Summary Report, 9-8lease class, 4-4, 4-10, 4-91

payments and billings and, 4-25Lease Details tabbed region, 6-25Lease Milestones window

window reference, 4-104lease schedule

mass approval, 4-76lease status, 4-5

changing, 4-83Lease window

window reference, 4-91lease window

tabbed region, 4-11leases

abstraction of, 1-1, 4-2steps in, 1-4, 4-9

administration of, 4-1amending, 4-87amendments to, 4-1, 4-82ancillary agreements, 4-2approval status of, 4-5editing, 4-1, 4-82, 4-86history, 4-85information sources, 4-2insurance information in, 4-7location information in, 4-6master, 4-4, 4-92modifications to, 4-1, 4-79

lease status and, 4-5modifying, 4-86name of, 4-3new, 4-1

setting up, 4-9number of, 4-3obligation information in, 4-7options information in,, 4-7overview, 4-1reviewing, 4-88service providers and, 3-2services information in, 4-7setting up, 4-1status of, 4-10, 4-80, 4-92transactions, 4-85

type of, 4-3types of, 4-10

Leases window, 4-3, 4-5, 4-9, 4-90payments and, 4-40tabbed region of, 4-93

leases windows, 4-90line items

variable rent, 7-4Line Items window, 7-32location

alias changing, 3-15naming, 2-8

location codesdefined, 3-9floors, 3-11

location informationexporting, 10-1

locationsfrom and to dates, 3-16lease setup, 4-2regions and office parks, 3-5service providers and, 3-2

Locations tab control, 4-96Locations tabbed region, 4-11, 4-80lookups

defined, 2-8setting up, 2-4

Lookups windowmultiple language support, 2-9

Mmass approval

exceptions, 4-74mass approval

concurrent program, 4-75Master lease, 4-10, 4-92

defined, 4-4Milestone Analysis Report, 9-8milestone sets, 2-5milestone templates, 2-5, 2-18

overview of, 4-14setting up, 4-14

milestone typeslease setup, 4-2overview of, 4-14

MilestonesLease

window reference, 4-104milestones, 1-2, 4-5, 4-13

template setup, 4-15overview, 2-18setting up, 4-15

MO: Operating Unit profile option, B-6modifying

leases, 4-86Monthly Accounting Pro Forma Report, 9-9Monthly Cash Flow Pro Forma Report, 9-10

Index-4

multiple language supportLookups window and, 2-9

multiple organizationsMO: Operating Unit profile option, B-6

Nnavigation

task categories, 1-4Normalized Rent Schedule Report, 9-11normalizing payments and billings, 4-65notes

in Leases window, 4-8Notes tab control, 4-104Notes tabbed region, 4-12notification

milestone, 2-18

Oobligation information in leases, 4-7Obligations tab control, 4-99Obligations tabbed region, 4-80Occupancy tabbed region, 5-13offices

assigning, 4-12, 5-2defining, 3-13

Offices window, 3-13window reference, 3-31

one-time schedules, 4-33open interface tables, 10-3

descriptions, 8-13, 10-4purging, 10-3

open interfaces, 10-1open interfaces

understanding, 10-3operating unit

MO: Operating Unit profile option, B-6options

lease, 4-7Options milestones, 4-13Options tab control, 4-100Options tabbed Region, 4-12Options tabbed region, 4-80Oracle Human Resources

nonactive employees and, 5-10Oracle Payables

exporting payments to, 4-33, 4-48payments and, 4-25

oracle property managerabout, 1-1

Oracle Receivablesbillings and, 4-25exporting billings to, 4-33, 4-62

PParameters window, 9-1

Parcel windowwindow reference, 3-29

parent companies, 3-3passwords, 2-3Pay tabbed region

Term Details window, 4-106payment

entering, 4-40payment details

entering, 4-42payment events, 4-32

creating, 4-43payment item

grouping rules, 4-payment items

amount of, 4-34deferring, 4-35, 4-50exporting to Oracle Payables, 4-48

payment line itemsdefined, 4-34

Payment Schedule Details window, 4-34payment schedule events

approving, 4-43payment schedules, 4-32

creating, 4-43payment term templates, 4-37payment terms, 4-27payments, 4-8, 4-25

authorizing, 4-33estimated amount of, 4-102exporting

reporting currencies, 2-7prepayments, 4-77process overview, 4-26setting up, 4-39target date of, 4-102

Payments milestones, 4-13Payments tab control, 4-80, 4-101Payments tabbed region, 4-12People window, 2-2, 2-5, 5-4period breakpoint volume, 7-6periods

generating, 6-4generating for variable rent, 7-4

Prepayments, 4-77prepayments

entering, 4-78prerequisites

recoveries, 8-2Printer profile option, B-6printers

default, B-6Pro Forma reports

Annual Accounting, 9-3Annual Cash Flow, 9-4Monthly Accounting, 9-9Monthly Cash Flow, 9-10

profile option

Index-5

multiple organization support, B-6profile options, B-1

Application Object Library, B-6Default Country, B-6Folders:Allow Customization, B-6General Ledger, B-6GL Set of Books Name, B-6Journals: Display Inverse Rate, B-6MO: Operating Unit, B-6Printer, B-6Property Manager, B-4setting up, 2-4Site Language, B-6

programssubmitting, 9-1

propertiesdefining, 3-7managing, 3-1overview, 3-6

Properties window, 3-7window reference, 3-26

propertyhierarchy, 3-6space assignment and, 5-1

property informationimporting, 10-2

property managerusing, 1-4

property managerreports, 9-2

Property Manager Open Interface tablesPN_LOCATIONS_ITF table, 10-4PN_REC_EXP_ITF table, 10-34PN_SPACE_ALLOC_ITF table, 10-20PN_VOL_HIST_BATCH_ITF, 10-27PN_VOL_HIST_LINES_ITF, 10-30

prorating item amounts, 4-34purging open interface tables, 10-3

Rrate types, 2-2, 2-4Receivables Details Report, 9-12Receivables Summary Report, 9-13reconciling variable rent, 7-24recoveries, 8-1

abatement details of the recovery line review,8-46agreement calculation methods, 8-25agreement creation, 8-29agreement line details creation, 8-32agreement line details for abatements creation,8-36agreement line details for area creation, 8-33agreement line details for constraints creation,8-34agreement line details for expense creation,8-32

agreements, 8-24approve terms, 8-46, 8-49area class setup, 8-4billed recovery review, 8-41billing recovery estimates, 8-2calculate recovery agreement, 8-37calculate recovery concurrent process, 8-40calculation methods for agreements, 8-25consolidate recovery terms, 8-48constraint details of the recovery line review,8-45create a General Ledger account mapping, 8-10create agreement, 8-29create agreement line details, 8-32create agreement line details for abatements,8-36create agreement line details for area, 8-33create agreement line details for constraints,8-34create agreement line details for expense, 8-32create area class details, 8-16create expense class details, 8-19expense class setup, 8-6expense details of the recovery line review, 8-41find tenants without agreements, 8-29load expenses from Oracle General Ledger,8-10populate recoveries with expenses, 8-13prerequisites, 8-2prorata share recovery calculation

variables, 8-27purge the expense lines interface table, 8-14recalculate recovery agreement, 8-39recovery agreement calculation, 8-37recovery agreement recalculation, 8-39recovery extract, 8-14recovery line review, 8-40recovery line status, 8-38review abatement details of the recovery line,8-46review billed recovery, 8-41review constraint details of the recovery line,8-45review expense details of the recovery line,8-41review line details: area, 8-43review line details: expense, 8-42review recovery lines, 8-40setup, 8-3status of recovery line, 8-38terms review and approval, 8-46variables

prorata share recovery calculation, 8-27recovery

field references, 8-52window references, 8-49

recurring schedules, 4-33regions and office parks

Index-6

overview, 3-5setting up, 3-5

Regions and Office Parks window, 3-5, 3-5rent increase, 6-1

calculating, 6-16entering, 6-2window references, 6-25

rent increase constraintsentering, 6-4

Rent Increase Details tabbed region, 6-26Rent Increase Leases window

window reference, 6-25Rent Increase window

window reference, 6-25rent increases

allocating, 6-23calculating, 6-9creating allocated terms, 6-23

Rent Obligations Report, 9-6Rent Schedule Details Report, 9-14Rent Schedule Export Report, 9-15Rent Schedule Report, Normalized, 9-11Rent Schedule Summary Report, 9-17reporting currencies

setting up, 2-7reports, 1-3

Alphabetical Space Assignments, 9-2by Floor, 9-2by Zip Code, 9-3

Annual Accounting Pro Forma, 9-3Annual Cash Flow Pro Forma, 9-4Employee Title, 9-6Employees Deleted From Space Allocation, 9-5Future Minimum Rent Obligations, 9-6Lease Abstract Summary, 9-8Milestone Analysis, 9-8Monthly Accounting Pro Forma, 9-9Monthly Cash Flow Pro Forma, 9-10Normalized Rent Schedule, 9-11Receivables Details, 9-12Receivables Summary, 9-13Rent Schedule Details, 9-14Rent Schedule Export, 9-15Rent Schedule Summary, 9-17Space Allocation, 9-18Space Utilization, 9-19Space Utilization by Floor, 9-20Space Utilization by Office, 9-21variable format, 9-22

reportsproperty manager, 9-2RXi, 9-26RXi: Lease Options Report, 9-29RXi: Milestone Report , 9-30RXi: Rent Roll and Lease Expiration Report,9-31RXi: Space Assignment by Lease Report, 9-28

RXi: Space Assignment by Location Report,9-28RXi: Space Utilization by Lease Report, 9-27RXi: Space Utilization by Location Report, 9-26

reports and listingsoverview, 9-1submitting, 9-1

Requests window, 9-2responsible user, 4-6reviewing

concurrent request status, 9-2rights, 4-7Rights tab control, 4-99Rights tabbed region, 4-11, 4-80roles

contacts, 3-2service provider

Contacts tab control and, 4-96modifying, 3-5

Roles and Sites window, 3-2, 3-2window reference, 3-25

RXireports, 9-26

RXicommon report fields, 9-22

RXi: Lease Options Report , 9-29RXi: Milestone Report, 9-30RXi: Rent Roll and Lease Expiration Report, 9-31RXi: Space Assignment by Lease Reports, 9-28RXi: Space Assignment by Location Report, 9-28RXi: Space Utilization by Lease Report , 9-27RXi: Space Utilization by Location Report , 9-26

Sschedule events, 4-32

authorizing, 4-33deferring an item in, 4-35manual creation of, 4-35

scheduled billings, 1-2, 4-26lease status and, 4-5

scheduled payments, 1-2, 4-26lease status and, 4-5

schedulesmass approvingapprovingschedules, 4-74one-time, 4-33recurring, 4-33

schedulesapproval rules, 4-31

Section windowwindow reference, 3-31

security, C-1Service Providers window

window reference, 3-24services information in leases, 4-7set up

related products, 2-1sets of books

Index-7

defining, 2-2, 2-3setting up

contacts, 3-2, 3-4leases, 4-1milestones and milestone templates, 4-14new lease, 4-9overview, 2-1payments, 4-39regions and office parks, 3-5reporting currencies, 2-7requirements, 2-6

setupchecklist, 2-5steps, 2-3

sign-ons, 2-3Site Language profile option, B-6sites

service provider, 3-2Contacts tab control and, 4-96

Space Allocation Report, 9-18Space Allocation Report, Employees DeletedFrom, 9-5Space Assignment window

window reference, 5-11space assignments, 5-1

cost centers, 5-4customers, 4-12employees, 5-4modifying, 5-8viewing, 5-10

Space Assignments Report, Alphabetical, 9-2by Floor, 9-2by Zip Code, 9-3

space management, 1-2Space Utilization Report, 9-19

by Floor, 9-20by Office, 9-21

status of leases, 4-10, 4-92Sublease lease class, 4-4, 4-91

billings and, 4-25suppliers

contact information, 3-2payments to, 4-25

system optionsdefining, 2-14description, 2-14setting up, 2-4

Ttarget date of payment, 4-102telephone numbers for contacts, 3-4tenants

accounting for, 4-19term defaults

entering, 6-3term details

area type, 4-28

Term Details window, 4-105Accounts Distributions tabbed region, 4-107Bill tabbed region, 4-106Pay tabbed region, 4-106

term templatesbilling, 4-37copying, 4-39creating, 4-39payment, 4-37rules for defaulting, 4-38

Third Party lease class, 4-4, 4-91billings and, 4-25

Transactions window, 4-85

Uuser responsible, 4-6Users window, 2-3

Vvacant office space, 3-13Value-Added Tax (VAT) Member State Codes, 2-7values

predefined, 2-8variable format reports, 9-22variable rent, 7-1

abatements, 7-7adjusting, 7-25agreements, 7-2approving terms, 7-23breakpoints, 7-5calculating, 7-22considerations, 7-1constraints, 7-7creating terms, 7-23cumulative, 7-4deductions, 7-7entering agreement details, 7-3entering an agreement, 7-9generating periods, 7-4group breakpoint volume, 7-6handling negative rent, 7-3invoice on actual, 7-3invoice on forecasted, 7-3line items, 7-4non-cumulative, 7-4period breakpoint volume, 7-6reconciling, 7-24Variable Rent Gateway, 7-15volume history, 7-6window references, 7-26

Variable Rent - Line Item window, 7-39Variable Rent - Period window, 7-40Variable Rent Dates window, 7-30Variable Rent Gateway, 7-15

create volume history process, 7-18enter volume history, 7-20

Index-8

modify volume history process, 7-16view volume history process, 7-16

Variable Rent window, 7-27viewing space assignments, 5-10volume history, 7-6Volume History window, 7-36

Wwindow references

Amend Lease window, 4-93Breakpoints, 7-34Buildings window, 3-26Constraints, 7-38Deductions, 7-37Edit Lease window, 4-91Floors, 3-29Land window, 3-26Lease Milestone window, 4-104Lease window, 4-91Line Items, 7-32locations, 3-24Offices, 3-31Parcel window, 3-29Properties window, 3-26Rent Increase Leases window, 6-25Rent Increase window, 6-25Roles and Sites window, 3-25Section window, 3-31Service Providers window, 3-24Space Assignment window, 5-11Term Details, 4-105Variable Rent, 7-27Variable Rent - Line Item, 7-39Variable Rent - Period, 7-40Variable Rent Dates, 7-30Volume History, 7-36

windowsAmend Lease, 4-91


Authorize Billings, 4-33Authorize Payments, 4-33Billing Schedule Details, 4-34Buildings, 3-8

window reference, 3-26Concurrent Requests Summary, 9-1Contacts, 3-1, 3-2Countries and Territories, 2-7

Currencies, 2-3Edit Lease, 4-90


Enter Person, 2-2, 2-5Export to Payables, 4-36Export to Receivables, 4-36Floors, 3-11

window reference, 3-29Land

window reference, 3-26Lease

window reference, 4-91Lease Milestones

window reference, 4-104Leases, 4-1, 4-3, 4-5, 4-9, 4-90

payments and, 4-40tabbed region of, 4-93

leases, 4-90Lookups, 2-8Offices, 3-13, 3-13

window reference, 3-31Parameters, 9-1Parcel

window reference, 3-29Payment Schedule Details, 4-34People, 2-2, 2-5Properties, 3-7

window reference, 3-26Regions and Office Parks, 3-5, 3-5Rent Increase

window reference, 6-25Rent Increase Leases

window reference, 6-25Requests, 9-2Roles and Sites, 3-2, 3-2

window reference, 3-25Section

window reference, 3-31Service Providers

window reference, 3-24Space Assignment

window reference, 5-11Submit Request, 9-1Term Details, 4-105Transaction, 4-85Users, 2-3

workflow, 1-2

Index-9

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